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) required; Bachelor’s or Associate's degree in Business Administration or a related field preferred but not required
• 5 to 8 years of experience supporting an Architectural, Engineering, or Design firm preferred
• 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
• Ability to lift up to 20 pounds
• Experience with Deltek Vantagepoint, Adobe Acrobat Pro, and Newforma software preferred
• Strong skills in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Teams

As an Administrative Assistant, you will:

• Perform complex administrative duties including document preparation and record management, processing expense reports and invoices, and handling phone calls, mail, faxes, and copying as needed
• Order office supplies and handle purchase orders, check requests, yearly renewals, and certifications
• Maintain up-to-date Certificates of Insurance (COIs) for projects as needed
• Manage heavy calendar scheduling for office leadership and events, coordinating appointments, conference calls, meetings, training, and site visits
• Assist with registrations for large group conferences
• Coordinate maintenance requests via building portals and manage visitor entry through security portals
• Understand and communicate building protocols, procedures, and information
• Lead multiple high-level projects or tasks simultaneously, demonstrating exceptional follow-up
• Utilize expert oral and written communication skills to interact professionally with clients, vendors, visitors, and internally at all organizational levels
• Provide information on office and department policies or procedures, including firm directives and GDOT policies, to employees and leadership at your location
• Support GDOT computer protocols and imaging requirements for new hires when needed
• Support office Notary needs or maintain Notary credentials
• Proactively plan and support internal and external events and meetings supporting the People and Culture pillar of the firm’s strategic plan
• Assist with setup, cleanup, food ordering, and research for community events, conferences, volunteer/philanthropy, and team building activities
• Support workshops, summits, marketing events, and conference booth rental, setup, and presentation preparation including maintaining conference presentation archives
• Assist with general office upkeep including maintaining clean common areas and conference rooms in conjunction with office staff
• Perform other duties 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.

Join Us

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.