Archinect

Studio Administrator

BDP BDP Employer:
New York, NY, USLocation:
Thu, Aug 18 '22Posted on:
Full-timeType:

BDP is seeking a skilled Studio Administrator as a key member of our new New York City (NYC) team performing administrative and general studio support, as well as support to the management team in our Toronto studio on an as-needed basis. The role will primarily support the growth and expansion of our new studio in NYC and enhance the team’s effectiveness by providing information management, coordination of support needs across business units, and assisting with calendar management. The successful candidate will be expected to work in the NYC Studio, with the option to work remotely at times. 

Roles and Responsibilities

  • Assist with preparation of documents, reports and presentations;
  • Assist with standard bookkeeping tasks, including, but not limited to:
    • Maintaining studio expense reports, staff reimbursable expenses and consultant invoices;
    • Gathering of financial information to support monthly reporting, payroll and processing requirements.
  • Set up meetings and maintain calendar management, including, but not limited to:
    • Business meetings (both external and internal);
    • Telecommunications for hybrid meetings;
    • Conference bookings (including session organization);
    • Regular travel bookings;
    • Restaurant bookings (client lunches, team dinners etc.);
    • Day-to-day schedule and activities.
  • General studio administration tasks including filing, printing, copying and maintaining supplies;
  • Liaise with HR and support with employee data maintenance and entry;
  • Assist with marketing support and business development related tasks (CRM data entry, proposal support, event coordination etc.)
  • Be a NYC team point of contact to liaise with Executive Assistants at other BDP studios and to coordinate required tasks with BDP Finance, Administration, HR, IT and Marketing groups;
  • Assist with tasks associated with the Toronto Studio where required;
  • Maintain and protect company operations by keeping all information confidential.

About you

  • Bachelor’s degree and/or college degree related to business administration;
  • 3-5 years of experience working as an Executive Assistant or Office Administrator;
  • An articulate and professional attitude, with the sensitivity to exercise discretion when needed;
  • Strong administrative and writing skills;
  • Advanced working knowledge of Microsoft Office (Outlook, Word, Excel and PowerPoint), Microsoft Teams and Adobe Acrobat. InDesign and Photoshop a plus.
  • High organization and time management skills;
  • Strong attention to detail;
  • Excellent communication and coordination skills;
  • Ability to multi-task, able to work well under pressure and tight timelines;
  • Collaborative, able to work well in teams;
  • Working knowledge of Deltek Vision would be an asset;
  • Familiarity with the design industry would be an asset.

About us

BDP is a major international interdisciplinary practice of engineers, architects and designers working together to create outstanding 'places for people'. Founded in Preston in the UK in 1961, we now have studios across the UK, Ireland, Netherlands, Canada, the MENA region, India, and China. BDP has a leading track record in all major sectors and has over 1000 awards for design quality.

Our studios are vibrant. We offer thought leadership and inspirational solutions, and we use our engineering ideas to shape design rather than simply implement solutions. We aspire to deliver projects with maximum value for our clients and minimum impact on the planet.

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