Administrative Assistant - Corporate Services Market (Finance)

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 provide dual support in our Nashville office for our Building Engineering Market and our Project Delivery Excellence Pillar.

Building Engineering Responsibilities:

• Primary support for office staff, department managers, and business development leaders as needed with project-specific, and general, duties.
• Answer/route calls, and answer inquiries. Support Lobby Receptionist on a rotation basis for lunch and/or meeting coverage. Escort visitors/clients as needed to meeting spaces.
• Type letters, memos, reports, narratives, and proposals from handwritten notes or other sources; edit and proofread materials such as letters, technical documents and forms, contracts, reports, and meeting notes.
• Support project specification preparation. Produce or maintain project tracking information such as insurance certificates, contracts, and other misc. project data through Newforma.
• Organize and maintain a clean office environment, including common areas and conference rooms. Order supplies, office equipment work orders, and maintenance needs. 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 coordinate vendor lunches, 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.

Project Delivery Excellence Pillar Responsibilities:

• Update and maintain Master Specification Word documents, when directed. Create/update client-specific master specs and SpecLink as needed for firmwide use.
• Maintain/update SharePoint site library and portal page.
• Coordination and support for facilitators and instructors for the Essential Skills workshop series.
• Manipulate Adobe Pro documents as needed.

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.
• Five (5) years experience supporting an Architectural/Engineering/Design firm, is preferred.
• Deltek Vantagepoint, Adobe Pro, SpecLink, and Newforma software knowledge also preferred
• Strong Microsoft Office Suite skills including Outlook, Word, Excel, PowerPoint, and Teams

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.