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) is required; prefer a Bachelor's degree / Associate's degree in Business Administration or equivalent field.
• Good communication skills; oral and written
• Consistent professional dress and manner
• Able to contribute positively as part of a team, helping staff as requested
• 1-3 years’ experience supporting an Architectural/Engineering/Design firm, is preferred.
• Deltek Vision, Newforma software knowledge also preferred
• Excellent Microsoft Office Suite skills including Word, Excel, PowerPoint, and Teams

As an Administrative Assistant, you will:

• Greet guests in a professional and friendly manner.
• Maintain workplace security through building portal and company badging protocols.
• Assist with building parking cards and validations.
• Answering, forwarding, and screening calls.
• Order and maintain all supplies (office, copier, kitchen, etc)
• Maintain a clean and organized desk and community areas, as needed
• Assist department managers and business development leaders, as requested.
• Receive and screen telephone calls and visitors and refer to appropriate staff.
• Provide information regarding office/department policies or procedures and Firm news.
• 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.
• Schedule and coordinator appointments, calls, travel, training classes and site visits.
• Receive, sort and distribute mail and incoming faxes; prepare online labels for Federal Express packages.
• Organize, establish and maintain record-keeping systems for correspondence, documents and records. Sort and box/bag items for archiving, when necessary.
• Process weekly expense reports for various individuals, meeting Accounting’s cutoff every Friday at 5:00 PM CST.
• Coordinate timesheet approvals. Maintain department calendars. Prepare check requests for pre-approved society memberships and miscellaneous invoices.

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.