Administrative Assistant - Multi Market

About Us

At Gresham Smith, we call it Genuine Ingenuity.

Our culture is the cornerstone of who we are, and our people are at the heart of everything we do.

United by our Core Purpose-to plan, design, and consult to create healthy and thriving communities-we deliver innovative solutions for life's essential infrastructure and institutions.

What sets us apart is our dedication to care for our people, our clients, and the places we call home.

We are more than a team of professionals-we're a community built on commitment, integrity, respect, and teamwork.

Why Gresham Smith?

When you join Gresham Smith, you're joining a place where you can connect and thrive.

Our employees consistently recognize us as a Best Place to Work because we go above and beyond to ensure that you feel valued, supported, and empowered.

About You

We're looking for someone who has:


* High school diploma (or GED) is required; prefer, but not required, 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.


* 8-12 years' experience supporting an Architectural/Engineering/Design firm, is preferred.


* Familiarity with Deltek Vantagepoint, Adobe Pro, and Newforma software preferred.


* Strong Microsoft Office Suite skills including Outlook, Word, Excel, PowerPoint, and Teams

As an Administrative Assistant, you will:


* Manage administrative tasks including processing expense reports and invoices, handling phone calls, mail, faxes, copying, and ordering office supplies.

Oversee purchase orders, check requests, certifications, sponsorships, and annual renewals.


* Prepare, format, and proofread complex documents such as letters, memos, reports, proposals, and technical materials following company standards.


* Maintain project tracking documents including insurance certificates, contracts, and other project-related deliverables.


* Coordinate office equipment maintenance and facility repairs, as needed.


* Schedule and organize appointments, travel, training sessions, and site visits.


* Support, as needed, for vendor and internal lunch and learn training.

May include ordering food, meeting and conference room invites, and set up/clean up.


* Support project teams with contract and deliverable preparation, editing, and proofreading of various technical and administrative documents.


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

Set up, clean up, ordering food may be required; research and identify community events, conferences, and volunteer/philanthropy and team-building activities for your location.

Event support of various siz...