Studio Coordinator and Administrative Assistant

Job Overview

Tellart is an international design consultancy that creates spatial, interactive and multisensory experiences that transform how people understand our world and imagine the future. As we continue to grow, we are looking for a Studio Coordinator and Administrative Assistant to join our team in our studio based in Amsterdam. The Studio Coordinator will manage the day-to-day needs of the studio as well as support and report to the Managing Director. We are looking for an enthusiastic and hardworking person who is very organised, a clear communicator and able to prioritise tasks and follow through. In this role you will be the go to person for all staff needs and the expert of fielding requests to the right department. The Studio Coordinator is really the heart of the studio and keeping it running smoothly.

Responsibilities and Duties

Managing the Studio
When the team comes into the studio you will help things run as seamlessly as possible to enable them to focus on doing their best work. In addition to the usual office supplies, we offer our team lunch, snacks, great coffee and fresh fruit. You'll be responsible for making sure everyone is happy, energised (and full) by keeping on top of the ins and outs of all studio activity & upkeep by managing tasks like the ones below:

  • Prepare for and greet visitors, answer office phone, send and receive mail and packages
  • Be the go-to person for all staff needs and facilities-related issues and liaise with building contacts (temperature, sound, furniture, supplies, orders, key inventory, etc.)
  • Support with basic IT troubleshooting including setting up meeting rooms, Google Meet and printers (with training from IT support)
  • Book non-project related travel and assist with expenses
  • Coordinate office refurbishment activities to ensure key stakeholders are informed and timelines are met
  • Organise small team events (birthdays and other celebrations)
  • Ensure lunch, coffee and office supplies are fully stocked and lead lunch setup and take down
  • Keep kitchen and common areas tidy and organised
  • Empty dishwasher, organise and put away grocery and supply orders, water plants
  • Organise office cleaner (outsourced), coffee machine maintenance, etc
  • Tidy meeting spaces and workshop room, clean whiteboards and ensure file system is maintained

Administrative Assistant to Managing Director

  • Manage busy calendar,  scheduling and request requirements being an enabler and protector of MD’s time
  • Assistance with meetings - ensure MD is prepared, take notes, ensure action points are identified, assigned and followed up on
  • Support with screening and organisation of emails and prioritising task lists
  • Ad-hoc tasks as needed

Who are we looking for?

- 2+ years of experience in office or studio coordination, facilities management or an administrative support role.
- Full time 32-40 hrs/per week in our studio in Amsterdam
- Fluent in English and Dutch
We are looking for someone who has a passion for supporting a team, keeping a space organised who is happy to jump in to help. You should also be:

  • Incredibly organised with strong attention to detail
  • Tenacious—you will not stop until a job is done well and you enjoy figuring things out
  • Good at multitasking and staying on top of many simultaneous projects and threads in a busy environment
  • Able to get along well with people,  a good communicator and can give and take kind constructive feedback 
  • Assertive, outgoing and have a sense of humour
  • Proficient in Google Drive
  • Creative agency or social media posting and community engagement experience is a plus

Working with Tellart

We are a growing team that collaborates closely and as Tellart’s Studio Coordinator you will be working alongside Directors, Designers, Producers and other team members to keep the Studio running smoothly and effectively. This is an important role with room to grow where you’ll be working with a fun, passionate, innovative and creative team who love to work and play hard.
We also offer:

  • Competitive remuneration package based on skills and experience
  • Medical Insurance coverage & Pension scheme
  • FTE 25 days vacation + an extra week off at Christmas
  • Great central location in a historic building with an indie cinema & bar
  • Lunch, snacks and drinks 
  • Regular team beers and group activities

Please send your CV & a short cover letter explaining how you’d be a good fit for this role and what you would bring to the team to