Administrative Assistant - Multi Market

Gresham Smith•Tampa, FL

About The Position

This role involves performing complex administrative duties to support an Architectural, Engineering, or Design firm. The Administrative Assistant will be responsible for document preparation, record management, processing expenses and invoices, handling communications (phone, mail, fax, copying), ordering supplies, managing purchase orders, and maintaining up-to-date Certificates of Insurance (COIs). A key responsibility includes managing heavy calendar scheduling for office leadership and events, coordinating appointments, conference calls, meetings, training, and site visits. The role also involves assisting with registrations for large group conferences, coordinating maintenance and visitor entry through building portals, and communicating building protocols. The Administrative Assistant will lead multiple high-level projects, interact professionally with clients, vendors, and internal staff, and provide information on office and department policies. Additional duties include supporting GDOT computer protocols, Notary needs, planning and supporting internal/external events, assisting with community events, conferences, volunteer activities, and team building. The role also supports workshops, summits, marketing events, and conference booth rentals, including presentation preparation and maintaining archives. General office upkeep, including common areas and conference rooms, is also expected. The work directly contributes to shaping environments where people live, work, and thrive, while growing a career within a supportive, people-first culture.

Requirements

High school diploma (or GED) required
Good oral and written communication skills
Consistent professional dress and manner
Self-motivated and able to work independently
Ability to contribute positively as part of a team and assist staff as needed
Ability to lift up to 20 pounds
Strong skills in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Teams

Nice To Haves

Bachelor’s or Associate's degree in Business Administration or a related field preferred but not required
5 to 8 years of experience supporting an Architectural, Engineering, or Design firm preferred
Experience with Deltek Vantagepoint, Adobe Acrobat Pro, and Newforma software preferred

Responsibilities

Perform complex administrative duties including document preparation and record management, processing expense reports and invoices, and handling phone calls, mail, faxes, and copying as needed
Order office supplies and handle purchase orders, check requests, yearly renewals, and certifications
Maintain up-to-date Certificates of Insurance (COIs) for projects as needed
Manage heavy calendar scheduling for office leadership and events, coordinating appointments, conference calls, meetings, training, and site visits
Assist with registrations for large group conferences
Coordinate maintenance requests via building portals and manage visitor entry through security portals
Understand and communicate building protocols, procedures, and information
Lead multiple high-level projects or tasks simultaneously, demonstrating exceptional follow-up
Utilize expert oral and written communication skills to interact professionally with clients, vendors, visitors, and internally at all organizational levels
Provide information on office and department policies or procedures, including firm directives and GDOT policies, to employees and leadership at your location
Support GDOT computer protocols and imaging requirements for new hires when needed
Support office Notary needs or maintain Notary credentials
Proactively plan and support internal and external events and meetings supporting the People and Culture pillar of the firm’s strategic plan
Assist with setup, cleanup, food ordering, and research for community events, conferences, volunteer/philanthropy, and team building activities
Support workshops, summits, marketing events, and conference booth rental, setup, and presentation preparation including maintaining conference presentation archives
Assist with general office upkeep including maintaining clean common areas and conference rooms in conjunction with office staff
Perform other duties as assigned