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 equivalent   
• 3 to 5 years of experience supporting an Architectural, Engineering, or Design firm preferred   
• Professional and effective interpersonal communication skills, both written and verbal   
• Consistent professional dress and manner   
• Ability to contribute positively as part of a team and assist staff as requested   
• Knowledge of Deltek Vantagepoint, Adobe Acrobat Pro, and Newforma software preferred   
• Excellent Microsoft Office Suite skills including Word, Excel, PowerPoint, and Teams   
• High energy and enthusiasm   
• Strong organizational and time management skills   
• Ability to work independently on multiple tasks with flexibility and adaptability   
• Familiarity with general administrative services including coordination, phone systems, email, Microsoft Office, and Teams   
• Willingness to work outside normal business hours as needed   
• Comfort with technology   
• Ability to lift up to 20 pounds

As an Administrative Assistant, you will:

• Provide outstanding customer service by greeting guests and staff professionally and warmly
• Receive and screen telephone calls and visitors, directing them appropriately
• Coordinate building maintenance requests, badge access, parking validations, and building access for staff and visitors
• Maintain, order, and distribute office supplies including service center, pantry, safety equipment, and copier materials
• Perform minor copier repairs, clear jams, and schedule service as necessary
• Maintain a clean and organized desk and community areas
• Assist department managers and business development leaders with administrative support
• Provide accurate information regarding office and department policies, procedures, and news as directed
• Update Hub monitor slides with local activities and announcements
• Prepare, edit, and proofread documents including letters, memos, reports, narratives, proposals, specifications, certificates of insurance, and letters of agreement formatted according to Gresham Smith standards
• Schedule and coordinate appointments, calls, travel, vendor visits, and in-office lunches including food ordering, setup, and cleanup
• Manage conference room scheduling
• Receive, sort, and distribute mail and incoming faxes; prepare shipping labels for Federal Express packages; send outgoing faxes as needed
• Organize and maintain record-keeping systems for correspondence, documents, and records
• Prepare check requests for society memberships, licensure renewals, and miscellaneous invoices
• Assist with submitting expense reports
• Maintain department calendars
• Proactively plan, support, and host internal and external events and meetings, including setup, cleanup, and food and beverage support; may require before- or after-hours work
• Support project specifications preparation as needed
• Assist with new hire onboarding for your location
• Collaborate with University Recruiting for event swag and food preparation when needed
• Set up contacts in Newforma for projects
• Maintain interior design vendor database and coordinate Design Lab organization
• Perform additional tasks 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.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.