Administrative Assistant - Multi Market

Gresham Smith Administrative AssistantAt 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.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.We're looking for someone who has:High school diploma (or GED) required; Bachelor's or Associate's degree in Business Administration or a related field preferred but not required5 to 8 years of experience supporting an Architectural, Engineering, or Design firm preferredGood oral and written communication skillsConsistent professional dress and mannerSelf-motivated and able to work independentlyAbility to contribute positively as part of a team and assist staff as neededAbility to lift up to 20 poundsExperience with Deltek Vantagepoint, Adobe Acrobat Pro, and Newforma software preferredStrong skills in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and TeamsAs an Administrative Assistant, you will:Perform administrative duties including record management, processing expense reports and invoices, handling phone calls, mail, faxes, and copying as neededOrder office supplies and handle purchase orders, check requests, yearly renewals, and certificationsGreet incoming clients and guests and maintain the office voicemail systemPrepare or proofread complex documents such as letters, memos, reports, narratives, and proposals, formatting them according to the Gresham Smith standardsProduce and maintain project tracking information such as insurance certificates, contracts, and other project deliverablesOrganize and maintain a clean office environment, including common areas and conference rooms, and arrange office equipment and facilities maintenance as neededSchedule and coordinate appointments, calls, travel, training classes, and site visits, including ordering food, setup, and cleanup as requiredPrepare check requests for society memberships, licensure renewals, and miscellaneous invoicesProactively plan, support, and host internal and external events and meetings to support the People and Culture pillar of the firm's strategic plan, including research and identification of community events, conferences, volunteer/philanthropy, and team building activitiesProvide event support for various sizes of events which may require occasional before- or after-hours availabilityAssist with maintaining clean common areas and conference rooms and support general office tasks in conjunction with office staffYour work will directly contribute to shaping environments where people live, work, and thrive, all while growing your career within a supportive, people-first culture.If you're excited to bring your talents to a collaborative, people-first environment where you can make an impact while growing your career, we'd love to hear from you.Here's what you can expect:Professional Growth: In-house Learning, Tuition Reimbursement, Licensure Support, Professional Organization EngagementCulture that Cares: 93% of employees say they feel cared for, and 96% are confident in our future success.Competitive Benefits: Flexible Schedules & Generous PTO, Healthcare (Medical, Dental, Vision, Wellness Programs), 401(k) with Company Match, Short- & Long-term Disability, Paid Life & AD&D, Supplemental, Critical Care, Pet, Legal & ID Theft Insurance, Family Planning and Parental Leave, Mass/Public Transit Program, Telemedicine and Employee Assistance ProgramGresham Smith is an equal opportunity employer and does not discriminate. Everyone is invited to apply!