Administrative Assistant - Multi Market

Gresham Smith•Nashville, TN

About The Position

This role is for an Administrative Assistant at Gresham Smith, focusing on supporting the company's operations and contributing to the creation of healthy and thriving communities. The position involves performing a variety of administrative duties, including processing reports and invoices, managing office supplies, providing reception coverage, and supporting internal and external events and meetings. The work directly contributes to shaping environments where people live, work, and thrive, while offering career growth within a supportive, people-first culture.

Requirements

High school diploma or equivalent
Minimum of two years’ experience in the food service industry or an administrative role
High energy and enthusiasm
Passion for delivering a top-tier event experience
Comfortable with technology
Intermediate skills in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Teams
Availability for after-hours and weekend work depending on events
Proactive self-starter who can work independently and as part of a team
Detail-oriented with strong organizational skills
Strong communicator comfortable bridging inter- and intra-departmental collaboration
Professional demeanor in all communications
Understanding of general administrative services including coordination, phone systems, email, Microsoft Office, and Teams
Excellent time management skills with the ability to handle multiple assignments; flexible and adaptable
Effective interpersonal communication, both written and verbal, with strong presentation skills
Ability to lift up to 20 pounds

Nice To Haves

Knowledge of Deltek Vantagepoint, Adobe Acrobat Pro, and Newforma software preferred

Responsibilities

Perform administrative duties such as processing expense reports and invoices, handling phone calls, mail, faxes, and copying as needed
Order office supplies and manage purchase orders, check requests, yearly renewals, and certifications
Provide reception desk coverage as needed and on a rotating basis with other office administrative staff
Proactively suggest innovative solutions to anticipate client needs and improve services and event quality
Maintain project tracking information including insurance certificates and other project deliverables
Organize and maintain a clean office environment, including common areas and conference rooms; arrange office equipment and facility maintenance as necessary
Prepare check requests for society memberships, licensure renewals, and miscellaneous invoices
Plan, support, and host internal and external events and meetings aligned with the People and Culture pillar of our strategic plan, including setup, cleanup, and food ordering; event support may require before or after hours availability
Assist with vendor lunch and learn meetings, including setup and cleanup
Support maintaining clean common areas and conference rooms in conjunction with administrative staff
Perform other general tasks as assigned