Studio Administrator

Welcome

Thank you for your interest in Charcoalblue.

To apply please complete the online application form and submit a short resume (1-2 pages max.) and a cover letter addressing the questions below:

  1. Why do you consider yourself to be a suitable person for the role and what you would like from the job?


  2. Which of your previous experiences and training would you highlight as being particularly relevant? Please highlight any experience working in an administrative role, particularly if within an SME in the construction/architecture/performing arts industries.

  3. Describe your experience and competency using Microsoft Office, Adobe Suite and any other software packages you are familiar with.


  4. Please highlight the elements of the role requirement where you feel you have the least experience and may require the most support.

We look forward to receiving your application by 6pm EST on Monday, February 7th, 2022. We will only accept applications via our online system. 

Interviews will be held remotely (via Microsoft Teams) during February 2022 - time and date will be confirmed for shortlisted candidates.

Company Overview

Charcoalblue is widely regarded as the most exciting and innovative specialist theatre, live performance, events, acoustics and audio visual consultancy in the world. Since our foundation in the UK in 2004, Charcoalblue is now the largest organization of its kind. We have studios in London, Bristol, Glasgow, New York, Chicago and Melbourne and currently a distributed workforce of 120, based across the UK, USA, and Australia.

We strive to be the first and best choice for clients who are designing or refurbishing new venues, events, collaboration, and experience spaces. We want to recruit the finest and most capable people working in the arts, live events, or construction sectors today and are actively working to attract and retain a globally diverse team.

The work of Charcoalblue has expanded to include services and sectors beyond our initial theatre consultancy and acoustics work. We are at an exciting point of change and growth as we strengthen our team and structure to support the full range of experience led buildings through a new service, Charcoalblue Experience (CBX) as a distinct but complementary service to our theatre and acoustics consultancy services. 

www.charcoalblue.com

Equity & Diversity Overview

Charcoalblue is an equal opportunities employer. We strive to create a diverse and inclusive working environment across our practice, and we work consistently to ensure elimination of unfair and discriminatory practices within the company. Recruitment opportunities are open to all, but we particularly encourage applications from women, members of minority groups, people with disabilities, and anyone who doesn't currently see themselves significantly represented in our teams.

If you require this application in a different format or need support during the application process, please contact Sian Thompson ([email protected]) or Sal Signorelli ([email protected]) via email or Sal via telephone (5162204014). Equally, please contact Sian or Sal if you have any questions in relation to access, or how the role might need to respond to your personal circumstances.

Charcoalblue aims to provide a service that does not discriminate against its clients and customers and works to ensure all can access our supplied services. We believe that all employees and clients are entitled to be treated with respect and dignity.

Job Description

We are seeking a highly organized and approachable Studio Administrator to join our US team – based in Chicago. As a studio-based Administrator you will be responsible for supporting the administrative needs of all staff affiliated to your studio. This will include undertaking a wide range of administrative duties to support this team, and you will work day to day in close collaboration with the local leadership and management across all of our Business Units (US Theatre Consultancy, Acoustics and CBX).

You will be responsible for the smooth day to day running of your local studio and although the Studio Administrator role in Chicago is currently ‘standalone’ in terms of being the sole point of contact providing administrative support in each physical location, you will benefit from joining our global team of Studio Administrators, collaborating on global administrative projects and initiatives, and working collectively to enrich our global company culture. The administrative remit in either or both studios may widen in the future in line with company growth and business needs; we may bring in additional administrative support where required. The role requires a high attention to detail, an excellent communication style and an ability to multi-task and prioritise accordingly.

You will report to a senior manager (this will be confirmed at final interview stage) and you will have the chance to meet regularly with your line manager to ensure you are fully supported in your role. We will provide role-specific inductions, ongoing training and professional development to help you succeed.

Primary Responsibilities

  • Key point of contact for all local studio administrative and compliance matters including insurances, premises contracts, maintenance & utilities and all other external stakeholder contracts, seeking support and sign-off as required.
  • Key point of contact for all local studio (and some project) Health & Safety, Fire Safety and Business Continuity compliance tasks, seeking support and sign-off as required.
  • Coordinate essential facilities services, such as security, cleaning, and waste disposal for the studio.
  • First point of contact for all team members local or visiting for studio support, or general administrative inquiries.
  • First point of contact for visitors to the studio.
  • First point of contact for phone calls, directing accordingly and dealing with all verbal and written inquiries.
  • Support all team members affiliated to your local studio, on their day-to-day requirements including travel logistics (travel management systems, accommodation booking requirements, etc. in line with Company policy.)
  • Support on studio reconfigurations and relocations.
  • Arrange internal and external (client) meetings, including coordination of calendars across our time zones.
  • Assist with regional & Business Unit specialist function administrative requirements as required (IT/Finance/HR/Training & Development/Marketing/Business Development).
  • Support with basic local studio finance tasks as required.
  • Attend and minute key meetings, aid in report compilation/research and attend presentations and training sessions (Anti-Harassment Training, First Aid, etc.) as required.
  • Responsibility for updating local studio Administrator’s Handbook in collaboration with other Administrators as required.
  • Coordinate with other global administrative staff to ensure smooth operations and common approach on local and global culture and initiatives.
  • Work with local and global senior management as required to support on local and global tasks and initiatives as required, including company events such as the AGM (annual general meeting).
  • Organize local team events like annual holiday party, team-building activities, study tours, etc.
  • Work according to our Partnership Handbooks; contributing to these and updating as required.
  • Support with preparing for audits.
  • Other ad hoc general administrative as required.
  • Work in line with our existing Partnership Handbook policies.
  • Uphold the quality standards of Charcoalblue, working according to our Quality Assurance guidelines.
  • Undertake continual improvement within work practices as detailed through internal audits.
  • Provide studio orientations for new team members, work with training and development coordinator on induction planning for new starters.

    Qualifications & Key Skills Required

    We are open to receiving applications from candidates with a varied range of experience and education. If you meet most of the qualifications below, we encourage you to apply:

  • Minimum 2-3 years’ experience in an administrative or similar role requiring a highly organized and attentive approach.
  • Excellent communication skills and ability to work as part of a team.
  • Experience working as part of an international team would be beneficial but is not essential.
  • Must possess a high attention to detail, ability to meet often demanding deadlines, multi-task and manage a varying workload.
  • Experience with Microsoft Office is essential. Google Suite experience would also be advantageous.
  • Experience with Adobe Acrobat and/or Bluebeam is also essential - we operate a paperless office and use the PDF format for all documents.
  • Experience with InDesign, or similar design packages (e.g. Photoshop) is highly preferable.
  • Our written work is an integral part of Charcoalblue’s profile, so a high degree of literacy and accuracy is also important.
  • A creative interest or experience in live performance, digital media, architecture, design, visual arts or similarly related fields is encouraged and welcomed.

Employment Details

This role will be based in our Chicago studio full-time. (Subject to state and federal COVID-19 guidance)

The Studio Administrator role is pivotal in ensuring our studio spaces are welcoming and available to employees and clients as collaborative, social spaces, with quiet working areas if required. In response to the pandemic, many Charcoalblue team members are operating under a remote (distributed) working model with team members working primarily from their own homes but affiliated with a geographical team and to a physical studio space.

This is a full-time, salaried, non-exempt position and employment at Charcoalblue is at will.

We are offering this role on either a 32 hour or 40 hour working week basis to encourage applications from as wide a range of candidates as possible. Please state your preference within your cover letter.

Benefits

  • We currently operate an ‘unlimited vacation’ policy* – meaning that you are entitled to a minimum of 15 days’ vacation per year to support your personal wellbeing. This is in addition to federal and some local Public Holidays. *Should you wish to take additional days’ vacation, you may request these through your line manager and approval will be given subject to the demands of your projects and the company’s needs at the time.
  • We traditionally close our studios between Christmas and New Year, resulting in an additional average 4-5 days’ paid holiday per annum. 
  • Following 60 days’ employment, you will be eligible to join our 401K scheme (employee contributions only). Charcoalblue will provide 5% annual employer contribution following two years of employment.
  • Following 60 days’ employment, you will be eligible to join our company health insurance policy subject to the terms and conditions of the policy which are subject to alteration from time to time.
  • Charcoalblue operates a bonus scheme which is subject to the Partnership’s performance year on year. This is not guaranteed and is paid pro-rata as applicable.
  • Following 90 days’ employment, two free theatre/ live performance tickets per month to enable you to immerse yourself in the industry as far as possible, in line with our policy limits.
  • Following 90 days’ employment, we will add on monthly contributions to your home internet service and home utilities to enable you to work from home effectively in line with our distributed working model.

Salary

The salary range for each role is $42,000 -$52,000 based on a 40-hour working week, depending on experience.

Start Date

As soon as practicable, ideally February 2022.