Administrative Assistant - Corporate Services

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 Atlanta Midtown office.

Responsibilities:


* Primary general support for office staff, department managers and business development leaders as needed with project-specific, and general, duties.


* Answer phones, route calls, take messages, answer inquiries, place conference calls, greet incoming clients/guests.

Maintain location voice mail system.


* Type letters, memos, reports, narratives, and proposals from handwritten notes or other sources, as well as format the Gresham Smith way; edit and proofread materials such as letters, technical documents and forms, contracts, reports, and meeting notes.


* May assist with tracking information such as insurance certificates, contracts, and other misc.

project data.


* Organize and maintain clean office environment, including common areas.

Order supplies and service work.

Arrange office equipment and facilities maintenance.

Process incoming/outgoing faxes.


* Process and distribute all outgoing and incoming mail and packages through USPS, UPS, FedEx, courier and overnight services.

May include taking FedEx to carrier if needed.


* Schedule and coordinate appointments, calls, travel, training classes and site visits including ordering food, set up, and clean up as required.


* Organize, establish and maintain record-keeping systems for correspondence, documents and records.


* Process weekly expense reports for staff and support timesheet submission coordination, if needed.


* Prepare check requests as needed, including society memberships, licensure renewals, and miscellaneous invoices.


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

Minimum Qualifications:


* High school diploma (or GED) is required; prefer Bachelor's degree / Associate's degree in Business Administration or equivalent field.


* Good communication skills; oral and written


* Consistent professional dress and manner


* Self-motivated and able to work independently


* Able to contribute positively as part of a team, helping staff as requested


* Able to lift up to 20 lbs.


* 3-4 years' experience supporting an Architectural/Engineering/Design firm, is preferred.


* Deltek Vantagepoint, Adobe Pro, and Newforma software knowledge also preferred


* Excellent Microsoft Office S...