Administrative Assistant - Corporate Services

Gresham Smith•Nashville, TN

1d•Onsite

About The Position

The Administrative Assistant - Corporate Services role at Gresham Smith involves managing a variety of administrative tasks to support the firm's operations. This includes processing expenses and invoices, handling communications, managing office supplies, overseeing purchase orders, and preparing/formatting documents. The role also entails maintaining project tracking documents, coordinating office equipment maintenance, scheduling appointments and travel, and supporting internal and external events. Additionally, the position assists with new hire onboarding, performs reception duties, and provides general support to project teams and various departments as needed. The work contributes to shaping environments where people live, work, and thrive, within a supportive, people-first culture.

Requirements

High school diploma (or GED) is required
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.
Strong Microsoft Office Suite skills including Outlook, Word, Excel, PowerPoint, and Teams

Nice To Haves

Bachelor’s degree / Associate's degree in Business Administration or equivalent field
8-12 years’ experience supporting an Architectural/Engineering/Design firm
Familiarity with Deltek Vantagepoint, Adobe Pro, and Newforma software

Responsibilities

Manage administrative tasks including processing expense reports and invoices, handling phone calls, mail, faxes, copying, and ordering office supplies.
Oversee purchase orders, check requests, certifications, sponsorships, and annual renewals.
Prepare, format, and proofread complex documents such as letters, memos, reports, proposals, and technical materials following company standards.
Maintain project tracking documents including insurance certificates, contracts, and other project-related deliverables.
Coordinate office equipment maintenance and facility repairs, as needed.
Schedule and organize appointments, travel, training sessions, and site visits.
Support, as needed, for vendor and internal lunch and learn training. May include ordering food, meeting and conference room invites, and set up/clean up.
Support project teams with contract and deliverable preparation, editing, and proofreading of various technical and administrative documents.
Proactively plan, support, and host internal and external events and meetings to support the People and Culture pillar of our strategic plan.
Set up, clean up, ordering food may be required; research and identifying community events, conferences, and volunteer/philanthropy and team-building activities for your location.
Event support of various sizes may occasionally require before/after-hours support.
Assist with maintaining clean and organized common areas and conference rooms in collaboration with office staff.
Assist with onboarding new hires, including ordering business cards.
Perform switchboard and reception duties as needed.
Provide additional support and duties as assigned. May include various markets or departments.