Administrative Assistant - Multi-Market

As a multimarket firm, we touch many areas of life: from designing highways and bridges that connect people, to clean water systems, to hospitals and corporate campuses of the future. That’s why we’re able to offer endless opportunities for people to hone their skills and strengthen their understanding of different disciplines and perspectives. Administrative Support is central to the success of the firm and behind all the hard work is a team of really sharp, down-to-earth people who love a good challenge – and a good time.

Gresham Smith is looking for an Administrative Assistant to support our Land Planning and Water Environment markets.

Applying for this position could pave the way to other open opportunities requiring similar skills and qualifications. If your qualifications match, you could be considered for additional roles at Gresham Smith.

Responsibilities:

• Process expense reports, timesheets and invoices; handling mail, faxes, scanning and copying as needed. Handle purchase orders, check requests, yearly renewals and certifications renewals for staff. May take meeting notes for project meetings, as needed.
• Order office supplies; maintain department calendars.
• Coordinate maintenance requests with building portal sites. Enter visitors into a security portal; receive and screen telephone calls and refer to appropriate staff.
• Support Executive and Market Vice Presidents (when applicable) as needed. Establishing and maintaining confidentiality at all times.
• Lead multiple high-level projects or tasks simultaneously; utilize exceptional follow-up skills.
• Meeting/Event Management: Schedule appointments and coordinate conference calls, meetings (internal/external to the organization), training classes and site visits. This includes ordering food/beverages for meetings, set up/clean up.
• Responsible for event planning for holiday, community engagement, and conferences.
• Switchboard duties when needed. Assist with maintaining clean common areas and conference rooms, including loading/unloading dishwashers if needed.
• Assist other administrative staff as workload permits.
• Support timesheet audits and reminders, new hire onboarding, coordinate miscellaneous staff meetings, assist with staff notifications, and similar miscellaneous duties for each market.

Specific Responsibilities:

• Support Project Teams with work on document preparation, deliverables, contracts and/or agreements. This could include letters, meeting notes, reports, narratives, and proposals from handwritten notes or other sources. This includes formatting, editing and proofreading materials for grammar, structure and to match firm and client standards.
• May assist with maintaining monthly mileage logs for market-specific company vehicles.
• Arrange and coordinate travel plans including transportation and lodging.
• Manage and maintain project Certificates of Insurance for compliance.
• Update invoice logs for project managers, as needed.
• Perform research for marketing leads, when requested.

Minimum Qualifications:

• A high school diploma (or GED) is required. Bachelor's or Associate's degree in Business Administration or equivalent field is preferred.
• 8 years of administrative experience supporting an AEC/Design firm.
• Self-motivated and able to work independently.
• Ability to operate office equipment such as personal computers, video conferencing equipment, calculators, fax, and copiers.
• Ability to demonstrate strong attention to detail and focus on accuracy.
• Ability to use Adobe Pro Sign and/or BlueBeam. Deltek Vantagepoint and Newforma software knowledge are a plus.
• Ability to demonstrate strong organizational and time management skills. Ability to work independently on multiple tasks.
• Expert-level oral and written communication skills. Ability to communicate vertically and laterally within the organization at all levels. Interact with clients, vendors, and visitors professionally.
• Strong Microsoft Office Suite skills including Outlook, Word, Excel, PowerPoint, and Teams.
• Able to lift up to 20 lbs. 

Gresham Smith is committed to a diverse and inclusive workplace. Gresham Smith provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, disability or any other classification protected by law.

Gresham Smith will not accept unsolicited resumes from recruiters, headhunters, contract recruiters, search firms, or employment agencies. An executed GRESHAM PLACEMENT SERVICES AGREEMENT (PSA) is required prior to any payment obligation for either a referral or recruiter fee.  In the event a recruiter or agency submits a resume or candidate without a previously executed PSA, GRESHAM SMITH explicitly reserves the right to recruit and hire those candidate(s) at its discretion, and without any financial obligation whatsoever to the recruiter or agency.  Any such unsolicited resume or candidate contact information, including those submitted directly to GRESHAM SMITH’S hiring managers or any other employee, shall become the property of GRESHAM SMITH upon receipt.