Senior Administrative Assistant - Transportation Market

Our transportation and utility services professionals offer practical, forward-thinking expertise in a wide range of practice areas, including active transportation, bridge design, roadway design and traffic engineering, intelligent transportation systems, utility and broadband services, grant writing, program management and so much more! From interstates and intersections to bridges and bike paths, we invite you to join us in designing transportation systems that connect us to the people and places we care about most.

Gresham Smith is looking for a Senior Administrative Assistant to support our Transportation Market - are you a perfect fit?

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:


* Performs complex administrative duties including meeting notes, document preparation and record management, processing expense reports and invoices; handling mail, faxes, minor marketing support, and copying as needed.

Assist with warehouse research and retrieval when necessary.

Monitors staff timesheet completion and corrections when needed.

Order office supplies.

Handles purchase orders, check requests, yearly renewals, and certifications.


* Heavy calendar management for office, leadership, and events.

Schedule appointments and coordinate conference calls, meetings (internal/external to the organization), training classes, and site visits.

Arrange and coordinate travel plans including transportation and lodging; Coordinate conference booth logistics and all support needs for materials and presentations, etc.


* Coordinate maintenance requests with building portal sites.

Enter visitors into a security portal.

Understand and communicate all building protocols, procedures, and information.


* Lead multiple high-level projects or tasks simultaneously; utilize exceptional follow-up skills.


* 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.


* Manage and maintain fleet cars, PPE equipment, and other miscellaneous equipment for your team.


* Provide some support for Memphis staff to include expense reports and minimal travel assistance.

May include some document review support.


* Provide information regarding office/department policies or procedures for new firm directives and standards as well as Department of Transportation (DOT) policies and procedures to your location employees and leadership.


* Supports any Notary needs for the office, or is willing to become a Notary (reimbursed by Firm).


* Proactively plan and support internal and external events and meetings to support the People and Culture pillar of our strategic plan.

Set up, clean up, and ordering food may be required; resear...