Administrative Assistant - Corporate Services

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.

About the Role

We’re looking for an Administrative Assistant to support our Architectural/Engineering/Design firm. 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.

Requirements

• 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.

Responsibilities

• 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 identifying community events, conferences, and volunteer/philanthropy and team-building activities for your location. Event support of various sizes may occasionally require before/after-hours support.
• Assist with maintaining clean and organized common areas and conference rooms in collaboration with office staff.
• Assist with onboarding new hires, including ordering business cards.
• Perform switchboard and reception duties as needed.
• Provide additional support and duties as assigned. May include various markets or departments.

Benefits

• 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.
• 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.