As a multimarket firm, we touch many areas of life: from designing highways and bridges that connect people, to clean water systems, to hospitals and corporate campuses of the future. That's why we're able to offer endless opportunities for people to hone their skills and strengthen their understanding of different disciplines and perspectives. Administrative Support is central to the success of the firm and behind all the hard work is a team of really sharp, down-to-earth people who love a good challenge - and a good time.
Gresham Smith is looking for an Administrative Assistant to support our Nashville office.
Applying for this position could pave the way to other open opportunities requiring similar skills and qualifications. If your qualifications match, you could be considered for additional roles at Gresham Smith.
Responsibilities:
Primary support for office staff, department managers, and business development leaders as needed with project-specific, and general, duties.
Answer phones, route calls, take messages, answer inquiries, and greet incoming clients/guests. Maintain voice mail system.
Type letters, memos, reports, narratives, and proposals from handwritten notes or other sources, as well as format the Gresham Smith way; edit and proofread materials such as letters, technical documents and forms, contracts, reports, and meeting notes.
Produce or maintain project tracking information such as insurance certificates, contracts, and other misc. project data.
Organize and maintain a clean office environment, including common areas. Order supplies and service work. Arrange office equipment and facilities maintenance. Process incoming/outgoing faxes.
Process and distribute all outgoing and incoming mail and packages through USPS, UPS, FedEx, courier and overnight services. May include taking FedEx to carrier if needed.
Schedule and coordinator appointments, calls, travel, training classes, and site visits including ordering food, set up, and clean up as required. May support events of various sizes and occasionally require after-hours support.
Process weekly expense reports for staff and support timesheet submission coordination, if needed.
Prepare check requests as needed, including society memberships, licensure renewals, and miscellaneous invoices.
Proactively plan and support internal and external events and meetings to support the People and Culture pillar of our strategic plan.
Front Desk duties on rotation with other admin staff. Assist with maintaining clean common areas and conference rooms. Assist with other duties as needed or assigned.
Support project specifications preparation, as needed.
Minimum Qualifications:
A high school diploma (or GED) is required.
Self-motivated and able to work independently.
Able to contribute positively as part of a team, helping staff as requested
Strong Microsoft Office Suite skills including Outlook, Word, Excel, PowerPoint, and Teams.
Able to lift up to 20 lbs.
Preferred Qualifications:
Bachelor's or Associate's degree in Business Administration or equivalent field.
4-5 years of experience supporting an Architectural/Engineering/Design firm.
Deltek Vantagepoint, Adobe Pro, and Newforma software knowledge.
Gresham Smith is committed to a diverse and inclusive workplace. Gresham Smith provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, disability or any other classification protected by law.
Gresham Smith will not accept unsolicited resumes from recruiters, headhunters, contract recruiters, search firms, or employment agencies. An executed GRESHAM PLACEMENT SERVICES AGREEMENT (PSA) is required prior to any payment obligation for either a referral or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously executed PSA, GRESHAM SMITH explicitly reserves the right to recruit and hire those candidate(s) at its discretion, and without any financial obligation whatsoever to the recruiter or agency. Any such unsolicited resume or candidate contact information, including those submitted directly to GRESHAM SMITH'S hiring managers or any other employee, shall become the property of GRESHAM SMITH upon receipt.
