Part-Time Studio Administrator (Administrative Assistant)

IA Interior Architects translates client goals, brand and culture into powerful environments built around people, processes, technologies and business drivers.  Our clients in diverse markets worldwide require high-performance, visually compelling and sustainable environments to move their enterprise forward, support their culture, engage their staff, integrate technology and drive efficiencies.  As architects, designers, workplace strategists and environmental specialists in the largest global architecture firm concentrating exclusively on interiors, we help clients articulate and align their business strategies and core values with the dynamic use of space.

Our team members are collaborative, creative, professional, expert and entrepreneurial.  Joining our team requires skill, daring, leadership, teaming, humor and a love of interiors.  We are presently searching for a Part-Time Studio Administrator for our Austin Studio.  The Studio Administrator, while working under direct supervision, provides general event and administrative support. 

An excellent candidate for this role is custom-service oriented, organized, flexible, communicative, adaptable, able to pivot at any given moment, and able handle multiple tasks at once. This position is required to be in person/studio. Duties include, but are not limited to: in-studio event coordination (lunch and learns, vendor presentations, etc.), facility management, day-to day operations, and supporting studio leadership and designers with project-related administration tasks.

This position is a part-time position, working approximately 15-20 hours per week.

Responsibilities

This role supports the Studio Manager with day-to-day studio operations and provides a welcoming, well-organized experience for employees, clients, guests, and vendors.

Studio & Event Support

• Assist the Studio Manager with daily operational needs unique to the studio.
• Support internal office events and external client/vendor events as needed.
• Coordinate event logistics before and during events, including:
  • Venue, furniture, food, and vendor bookings
  • Guest lists, communications, and run-of-show coordination
  • Event setup, onsite support, and post-event cleanup

Facilities & Shipping Coordination

• Assist with facilities-related requests and vendor coordination, including HVAC, plumbing, security cameras, ADT/security, pest control, and cleaning services.
• Manage FedEx and courier systems for timely outbound shipment of client and consultant materials.
• Track inbound and outbound shipments, including maintaining an Excel-based sample log so design teams can locate and confirm receipt of materials.

Reception & Customer Service

• Serve as a front-facing representative of IA, welcoming clients, guests, vendors, and other visitors.
• Coordinate multi-vendor presentations and lunch-and-learns in partnership with the Junior Designer responsible for vendor scheduling.
• Provide vendors with space layouts and support setup of presentation areas and lunch service.

IT & Technology Support

• Maintain ongoing communication with the IT Director and EUC Analysts.
• Help ensure desks, meeting rooms, and audiovisual equipment are functioning properly, escalating and assisting with troubleshooting as needed.

Day-to-Day Operations

• Manage door coverage, mail, and package reception.
• Order office supplies, including breakroom refreshments.
• Maintain an organized, stocked, and welcoming breakroom.
• Perform other duties as assigned.

Qualifications:

• High School Diploma
• 1-3 years in a professional office environment; administrative experience is a plus

Knowledge, Skills, and Abilities:

• Proficient in MS Office Suite
• Intermediate verbal and written communication skills
• Intermediate phone and customer service skills
• Proven ability to perform a diverse array of functions
• Proven ability to multi-task
• A working knowledge of Miro and Canva