Your Role
The Studio Coordinator partners with Studio Directors and Shared Services team to collectively drive the operational success of the Work Flex Studio within Tokyo office. You will provide support for the smooth project operation of interior design, brand design, and strategy team as well as administrative task for the studio. You're at the heart of your studio's activities and the soul that keeps your studio moving forward. You are a self-starter with an entrepreneurial mindset, who owns and manages aspects of studio operations allowing leadership to focus on strategic tasks.
What You Will Do
You will either work as a temporary part time or a temporary full time Studio Coordinator. Your tasks are listed below but not limited to:
Studio Operations
- Own and manage Studio-wide meetings; create and maintain schedule; work with Studio Director to develop agenda; manage action and follow up items; secure space and refreshments as required
- Support Design Managers and Studio Directors on the creation and management of project proposal, invoice, and contract.
- Partner with IT & DT team to plan for software and workspace updates and changes
- Work with HR and Studio Director on talent related initiatives such as Professional Development Program (PDP) process monitoring and tracking; onboarding monitoring and tracking; new hire set up (in partnership with IT)
- Maintain awareness of and help manage response to firmwide and regional communities
- Other activities such as managing the studio PTO calendar
- Maintain a clean, organized studio space, physically and digitally
- Support talent engagement and connectedness through research and execution of Studio events and social gatherings; manage budget as needed; Partner with leadership to enable a strong and healthy culture in the studio
Studio Directors' Support
- Provide support on research data analysis by Excel
- Provide support on proposal document creation by Keynote and Powerpoint
- Assist all studio staff as needed with subject matter expertise on firmwide tools;
- Manage meeting arrangement/coordination (Ensure that logistic are arranged in advance i.e. meeting invite, room booking, F&B arrangement, agenda & presentation preparation as well as IT/ technical requirement) for meetings
Your Qualifications
- Minimum 3 years of working experience in Japanese firm who understands the basics of Japanese business manners
- Good communicator and confidently work across all levels
- Good people skill as you will be dealing with other board members
- Demonstrate excellent professionalism, trustworthy, integrity
- Proven attention to detail, with excellent organizational and technical skills
- Must be able to determine priorities, take ownership of tasks, and exhibit a high level of initiative and follow-through
- Established success working on multiple tasks/projects at the same time
- Ability to be able to manage complex situations
- Microsoft Office (Word, Excel, Powerpoint, Teams) experience a must
- Proficiency in both Mac (Keynote), and Windows
- Other digital tools such as Miro and Adobe CS are the plus
- Native level Japanese, Business level English fluency
Life at Gensler
As a people-first organization, we are as committed to enjoying life as we are to delivering best-in-class design. From internal design competitions to research grants to "Well-being Week," our offices reflect our people's diverse interests.
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