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 Alpharetta office.

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:

• Primary support for all office staff with all project-specific, and general duties such as managing phones, answer inquiries, schedule conference calls, greet incoming clients/guests/vendors.
• Provide clerical support for all written communication as well as edit and proofread materials to ensure compliance to Gresham Smith standard practice. This includes document preparation and record management, processing expense reports and invoices; handling mail, faxes and copying as needed.
• Produce or maintain project tracking information such as insurance certificates, contracts, and other misc. project data. Organize, establish and maintain record-keeping systems for correspondence, documents and records. Sort and box/bag items for archiving, if needed. Can include project deliverables support including specifications.
• Organize and maintain clean office environment, including common areas which includes dishwasher support. Order supplies and service work for office equipment and facilities maintenance.
• Process and distribute all mail through USPS, UPS, FedEx, courier and overnight services. May include taking outgoing FedEx packages to carrier if needed.
• Process accounting-related tasks such as weekly expense reports for staff and support timesheet submission coordination, if needed. Prepare check requests and process invoices as needed.
• Proactively plan and support internal and external events and meetings to support the People and Culture pillar of our strategic plan. This can include lunch meetings, volunteer and philanthropic activities and firmwide events. Set up, clean up, ordering food may be required.
• Share information regarding firm and building policies or procedural updates and roll-outs to your location as needed.
• Coordinate building maintenance requests and badge access, parking validations and authorization.
• Support new hire onboarding as needed, for your location.
• Maintain Fleet Cars, including registrations and maintenance.
• Assist with other duties as needed or assigned.

Minimum Qualifications:

• A high school diploma (or GED) is required.
• 3-5 years of administrative experience.
• Self-motivated and able to work independently.
• Able to contribute positively as part of a team, helping staff as requested
• Strong Microsoft Office Suite skills including Outlook, Word, Excel, PowerPoint, and Teams.
• Able to lift up to 20 lbs. 

Preferred Qualifications:

• Bachelor's or Associate's degree in Business Administration or equivalent field.
• A notary is preferred; or willing to gain a Notary certificate (via firm reimbursement).
• Deltek Vantagepoint, Adobe Pro, and Newforma software knowledge.

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.