Administrative Assistant - Multi Market

About the role

We are seeking an Administrative Assistant to support an Architectural, Engineering, or Design firm. The ideal candidate will have 5 to 8 years of experience in a similar role, a high school diploma (or GED), and a bachelor’s or associate’s degree in Business Administration or a related field.

Responsibilities

• Perform administrative duties including record management, processing expense reports and invoices, handling phone calls, mail, faxes, and copying as needed
• Order office supplies and handle purchase orders, check requests, yearly renewals, and certifications
• Greet incoming clients and guests and maintain the office voicemail system
• Prepare or proofread complex documents such as letters, memos, reports, narratives, and proposals, formatting them according to the Gresham Smith standards
• Produce and maintain project tracking information such as insurance certificates, contracts, and other project deliverables
• Organize and maintain a clean office environment, including common areas and conference rooms, and arrange office equipment and facilities maintenance as needed
• Schedule and coordinate appointments, calls, travel, training classes, and site visits, including ordering food, setup, and cleanup as required
• Prepare check requests for society memberships, licensure renewals, and miscellaneous invoices
• Proactively 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 activities
• Provide event support for various sizes of events which may require occasional before- or after-hours availability
• Avoid and support general office tasks in conjunction with office staff

Requirements

• Good oral and written communication skills
• Consistent professional dress and manner
• Self-motivated and able to work independently
• Ability to contribute positively as part of a team and assist staff as needed
• Strong skills in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Teams
• Experience with Deltek Vantagepoint, Adobe Acrobat Pro, and Newforma software

Qualifications

• High school diploma (or GED)
• Bachelor’s or Associate's degree in Business Administration or a related field preferred but not required

Skills

• Microsoft Office Suite
• Deltek Vantagepoint
• Adobe Acrobat Pro
• Newforma software

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
• 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

Pay

Compensation is commensurate with experience.

Schedule

Flexible scheduling is available.

Equal Opportunity Employer

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