Career Opportunities

SWA/Balsley: Studio Manager & Administrative Assistant

Posted: Monday, April 3, 2023

Internationally renowned landscape architecture firm specializing in resilient parks and waterfronts with studios in California, Texas, New York, Shanghai, and Dubai is searching for an experienced studio manager for a 20 person studio who shares our passion for impactful work.

The qualities we look for include the ability to multi-task, find imaginative solutions, handle deadlines, meet and greet clients, support studio designers and the Managing Principal, and to assist with the marketing activities of the firm.

Job Responsibilities

1. Office responsibilities

    • Provide high quality administrative support services with sunny disposition.
    • Greet Guests and Clients
    • Develop and implement office administrative procedures and processes to ensure smooth operations.
    • General oversight of studio operations, including studio cleanliness, minor maintenance upkeep, filing and organizing studio supplies and resources, keeping things in general good order.
    • Maintain conference room schedule and room preparations.
    • Supervise outside cleaning service
    • Organize client workshops and or Team Meetings
    • Handle outgoing and incoming mail and packages.
    • Manage and oversee maintenance and purchasing of office materials and equipment
    • Arrange all building repairs with landlord/super.
    • Maintain office license, alarm permit, and City letters of authorization for businesses
    • Act as main contact person for alarm company .
    • Manage office-wide contact list for e-blasts, etc.


2. Bookkeeping, HR responsibilities

    • Coordination with corporate Admin, HR, IT, and Accounting
    • Assist HR with onboarding as needed.
    • Billing: Pull electronic files monthly for billing & Combine billing for submittal to Sausalito. Digital file monthly project invoices. Coordinate approval of Sub-consultant invoices
    • Administrative coordination with accounting and HR (Projections, job opens, printing monthly reports)
    • Track and Renew all state licensure.
    • Keep up with Employee, Managing Principal, (Public) Managing Principal, and Marketing Calendars.
    • Calendar and maintain records of all employee vacations & time off (HR will confirm)
    • Keep office on operating expense budget
    • Update office and sponsorship budgets each year with Managing Principal, Associate Principals, Associates
    • Order and maintain records of corporate credit card purchasing – Includes returns, items not received, etc.


3. Marketing responsibilities

    • Coordinate and assemble all materials and information relating to domestic & international marketing proposals and marketing materials.
    • Complete and oversee word processing requests and creation of contract
    • Assist with presentations to win new business.
    • Coordinate and assemble Managing Principals’ presentations for universities, conferences, etc.
    • Coordinate and assemble award submissions.
    • Coordinate and assemble press packages with publicist.
    • Manage pursuit tracking list of ongoing proposals.
    • Manage Project Image Drive containing all project images.
    • Proofread all submittals, as needed
    • Review outgoing proposals for accuracy and compliance
    • Coordinate special contract reviews with corporate COO and/or contract specialist
    • Act as member of internal social media team and create posts for all platforms; coordinate with corporate’s social media team.


4. Administrative/Executive Assistant responsibilities

    • Create documents from existing templates.
    • Supervise the maintenance of filing systems.
    • Review and respond to general email inquiries.
    • Coordinate new hire orientation & training.
    • Coordinate and organize company-wide or local events or meetings.
    • Arrange Holiday party and Summer/Fall Staff Lunches
    • Arrange team-building events
    • Provide creative solutions to meet the needs of both clients and employees.
    • Coordinate yearly performance reviews
    • Coordinate appointments with staff members and the notary on the 5th floor
    • Act as Thomas Balsley Associates off-site storage liaison (the bills are on autopay)
    • Renew and manage Thomas Balsley Associates insurance, aged accounts, bank account, and physical checks
    • Renew and manage Managing Principal’s old business’s Professional Liability, etc. insurance
    • Answer any calls that come in for the Managing Principal.
    • Create travel itinerary for Managing Principal; coordinate with travel agent (flights and hotel) & arrange Ubers/Daniel Tesfay car service
    • Create and track Managing Principal’s airline miles
    • Prepare Visa/Passport applications for Managing Principal
    • Assist Managing Principal with typing large documents/lists
    • Keep track of Managing Principal’s CEUs.
    • Maintain Managing Principal’s licenses including renewals.
    • Manage Managing Principal’s contact list via Outlook.
    • Manage Managing Principal’s logins and passwords via Outlook.
    • Coordinate and create Managing Principal’s expense reports.
    • Manage and input Managing Principal’s bimonthly timesheets.
    • Liaise with internal IT group to manage Managing Principal’s electronic devices and computers.
    • Be available off-hours during Managing Principal’s international trips.


Skills and Experience

    • Applicants should possess a proven ability to meet multiple deadlines in high energy studio environment
    • We are looking for a proactive, resourceful self-starter, with the organizational skills and excellent attention to detail.
    • Proficiency in PC-based computer software including Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe Creative Suite (InDesign, Photoshop, Illustrator, Acrobat), Apple products, and social media.
    • Experience coordinating with accounting teams and knowledge of accounting aspects (A/R, A/P, monthly billing, etc.) is highly desired.
    • Minimum 3 years of experience in a similar administrative-type position is preferred, but not required.
    • Previous experience managing people preferred
    • Proficient in social media as PR and marketing tool and the optimization methods.



$70,000.00-$80,000.00 – Highly-rated employee benefits package including 100% Medical, Dental plan, Life Insurance, Long-Term disability, 401K, profit sharing, Employee Stock Ownership Plan (ESOP), performance- based bonus, sick and vacation time, and paid holidays.

Job classification: Exempt.

Full time and hybrid.




Work Location:

New York, NY & Hybrid

Number of Positions:


Submitters Name:

Will Wappler

Submitters Email:

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