INVIVID ARCHITECTURE

Studio Operations & Marketing Manager

INVIVID ARCHITECTURE — Portland, Maine

Full-Time or Part-Time | In-Person Collaborative Studio Environment

INVIVID ARCHITECTURE is a growing architecture and design firm based in Portland, Maine. Our work focuses on thoughtful, innovative, and impactful design across multifamily housing, adaptive reuse, hospitality, commercial, and mixed-use projects throughout Maine and New England.

We are seeking a highly organized, polished, and proactive professional to become an integral part of our studio leadership team. This is not a traditional administrative role; we are looking for someone who can help elevate the operations, presentation, and growth of the firm.

The ideal candidate is an exceptional communicator and problem-solver who thrives in a fast-paced creative environment and enjoys balancing operations, marketing, business development, and client-facing responsibilities. Experience matters greatly in this role. We are looking for someone capable of operating independently, anticipating needs, and helping a growing design firm run at a high level.

Position Overview

The Studio Operations & Marketing Manager will work directly with firm leadership to oversee day-to-day studio operations while supporting the business development and marketing efforts of the office.

This role requires someone who is highly organized, detail-oriented, visually polished, and comfortable managing multiple priorities simultaneously. The right candidate will play a key role in shaping the firm’s public presence, improving internal operations, and supporting client relationships and project pursuits.

This is an excellent opportunity for someone who enjoys being deeply involved in the growth and success of a creative professional practice.

Key Responsibilities

Business Development & Marketing

  • Lead the preparation and coordination of proposals, qualifications packages, interview presentations, and award submissions

  • Assist with business development pursuits, RFQs/RFPs, and consultant coordination

  • Maintain and elevate the firm’s marketing materials, project sheets, resumes, and portfolio content

  • Coordinate social media, website updates, newsletters, photography, and brand consistency

  • Help track opportunities, deadlines, and marketing initiatives

  • Support strategic outreach and client relationship management

Operations & Administration

  • Prepare and coordinate contracts, invoices, and project documentation

  • Assist leadership with operational organization and workflow management

  • Coordinate schedules, meetings, calendars, travel, and office logistics

  • Manage filing systems, databases, and internal documentation

  • Help oversee studio organization, supplies, and daily office operations

  • Support project teams with administrative coordination and communication

Communication & Studio Support

  • Draft polished professional correspondence and presentations

  • Coordinate meetings, interviews, and client-facing materials

  • Help maintain a high level of professionalism and organization throughout the office

  • Contribute to creating a thoughtful, collaborative, and design-focused studio culture

Qualifications

Required

  • 4+ years of experience in office management, operations, marketing, business development, or administrative leadership within a professional services environment

  • Exceptional written and verbal communication skills

  • Strong organizational and multitasking abilities

  • Ability to manage multiple deadlines and shifting priorities independently

  • High attention to detail and strong professional judgment

  • Proficiency in Microsoft Office, Google Workspace, Adobe InDesign or Canva, and presentation formatting

  • Strong interpersonal skills and a proactive, solutions-oriented mindset

Preferred

  • Experience working in architecture, interior design, engineering, construction, real estate development, or related creative professional industries

  • Experience preparing proposals, contracts, and invoices

  • Graphic design and layout experience

  • Familiarity with QuickBooks, CRM systems, and project management platforms

  • Interest in architecture, design, urban development, and the built environment

What We’re Looking For

We are looking for someone who:

  • Takes ownership and initiative

  • Is polished, professional, and highly dependable

  • Enjoys both creative and operational work

  • Can anticipate needs and improve systems

  • Communicates clearly and confidently

  • Wants to grow alongside a dynamic and ambitious architecture practice

The right person will become a highly valued part of the leadership and long-term growth of the firm.

Compensation & Benefits

  • Competitive compensation based on experience

  • Flexible structure for the right candidate

  • Collaborative and creative studio environment

  • Opportunity for professional growth and increased responsibility

  • Meaningful involvement in shaping the future of the firm

To Apply

Please submit:

  • Resume

  • Brief cover letter

  • Any relevant writing, proposal, graphic, or presentation samples (if available)

to virginie@invividarchitecture.com

Subject Line:
Studio Operations & Marketing Manager – INVIVID ARCHITECTURE

Kelli Shedd