Administrative Assistant - Multi Market

Administrative Assistant - Multi Market

Job Category: Administration

Full-Time

Hybrid

Gresham Smith | Nashville Office (HQ) Nashville, TN 37201, USA

Description

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.

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 equivalent
• Minimum of two years' experience in the food service industry or an administrative role
• High energy and enthusiasm
• Passion for delivering a top-tier event experience
• Comfortable with technology
• Knowledge of Deltek Vantagepoint, Adobe Acrobat Pro, and Newforma software preferred
• Intermediate skills in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Teams
• Availability for after-hours and weekend work depending on events
• Proactive self-starter who can work independently and as part of a team
• Detail-oriented with strong organizational skills
• Strong communicator comfortable bridging inter- and intra-departmental collaboration
• Professional demeanor in all communications
• Understanding of general administrative services including coordination, phone systems, email, Microsoft Office, and Teams
• Excellent time management skills with the ability to handle multiple assignments; flexible and adaptable
• Effective interpersonal communication, both written and verbal, with strong presentation skills
• Ability to lift up to 20 pounds

As an Administrative Assistant, you will:

• Perform administrative duties such as processing expense reports and invoices, handling phone calls, mail, faxes, and copying as needed
• Order office supplies and manage purchase orders, check requests, yearly renewals, and certifications
• Provide reception desk coverage as needed and on a rotating basis with other office administrative staff
• Proactively suggest innovative solutions to anticipate client needs and improve services and event quality
• Maintain project tracking information including insurance certificates and other project deliverables
• Organize and maintain a clean office environment, including common areas and conference rooms; arrange office equipment and facility maintenance as necessary
• Prepare check requests for society memberships, licensure renewals, and miscellaneous invoices
• Plan, support, and host internal and external events and meetings aligned with the People and Culture pillar of our strategic plan, including setup, cleanup, and food ordering; event support may require before or after hours availability
• Assist with vendor lunch and learn meetings, including setup and cleanup
• Support maintaining clean common areas and conference rooms in conjunction with administrative staff
• Perform other general tasks as assigned

Your 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 Engagement.

Culture 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 Program

Gresham Smith is an equal opportunity employer and does not discriminate. Everyone is invited to apply!

GRESHAM SMITH does not accept unsolicited resumes from recruiters, headhunters, search firms, or agencies. No referral or recruiter fees will be paid without a fully executed GRESHAM PLACEMENT SERVICES AGREEMENT (PSA) in advance. Submissions made without a PSA may be recruited and hired by GRESHAM SMITH with no financial obligation to the submitting party. Any such unsolicited resumes or candidate information—sent to hiring managers or any employee—become the property of GRESHAM SMITH.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.