What are the responsibilities and job description for the Administrative Assistant - Multi Market position at Gresham Smith?
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 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
- Assist with maintaining clean common areas and conference rooms and support general office tasks in conjunction with office staff
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.