Administrative Assistant

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 Richmond office.

Responsibilities:

• Primary support for all office staff with project-specific, and general, duties such as managing phones, route calls, answer inquiries, schedule conference calls, greet incoming clients/guests/vendors. Maintain voice mail system.

• Provide clerical support for all written communication as well as edit and proofread materials to ensure compliance to Gresham Smith standard practice. This includes project meeting notes.

• Produce or maintain project tracking information such as insurance certificates, contracts, and other misc. project data. Organize, establish and maintain record-keeping systems for correspondence, documents and records. Sort and box/bag items for archiving, if needed

• Organize and maintain clean office environment, including common areas. Order supplies and service work for office equipment and facilities maintenance. May include dishwasher support.

• Process and distribute all mail through USPS, UPS, FedEx, courier and overnight services. May include taking outgoing FedEx packages to carrier if needed.

• Schedule and coordinate vendor visits and in-office lunches which may include ordering food, set up, and clean up as required.

• Process accounting-related tasks such as weekly expense reports for staff and support timesheet submission coordination, if needed. Prepare check requests and process invoices as needed.

• Proactively plan and support internal and external events and meetings to support the People and Culture pillar of our strategic plan. This can include vendor lunch meetings. Set up, clean up, ordering food may be required.

• Share information regarding policies or procedural updates and roll-outs to your location as needed.

• Support project specifications preparation, as needed.

• Coordinate building maintenance requests and badge access, parking validations and authorization.

• Support new hire onboarding as needed, for your location.

Minimum Qualifications:

• High school diploma (or GED) is required; prefer 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.

• 3-5 years' administrative experience is preferred; experience supporting an Architectural/Engineering/Design firm is ideal but not required.

• Deltek Vantagepoint, Adobe Pro, Newforma software knowledge also preferred

• Excellent Microsoft Office Suite skills including Word, Excel, Powerpoint and Teams

Gresham Smith is committed to fostering a diverse workforce and is proud to be an Affirmative Action/Equal Opportunity Employer of Minorities/Women/Protected Veterans/Individuals with Disabilities. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, age, national origin, veteran status, 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