Administrative Assistant - Multi Market

Gresham Smith•Richmond, VA

7d•Onsite

About The Position

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. 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.

Requirements

A high school diploma (or GED) is required
Good oral and written communication skills
Consistent professional dress and manner
Self-motivated with the ability to work independently
Ability to contribute positively as part of a team and assist staff as requested
Ability to lift up to 20 pounds
Excellent skills in Microsoft Office Suite, including Word, Excel, PowerPoint, and Teams

Nice To Haves

A Bachelor’s or Associate’s degree in Business Administration or a related field is preferred
3 to 8 years of administrative experience preferred
Experience supporting an Architectural/Engineering/Design firm is ideal but not required
Knowledge of Deltek Vantagepoint, Adobe Acrobat Pro, and Newforma software preferred

Responsibilities

Prepare, format, and proofread complex documents including letters, memos, reports, proposals, and technical materials according to company standards
Maintain project tracking documents such as insurance certificates, contracts, and other project deliverables
Coordinate office equipment maintenance and provide basic technical support when needed
Schedule and support vendor lunch and learn training sessions and internal meetings, including food ordering, meeting and conference room invitations, and setup and cleanup
Support project teams with contract and deliverable preparation, editing, and proofreading of various technical and administrative documents
Plan, support, and host internal and external events and meetings aligned with the People and Culture pillar of our strategic plan, including setup, cleanup, food ordering, and research and identification of community events, conferences, volunteer and philanthropy activities, and team-building initiatives. Event support may require occasional before or after-hours work
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
Provide additional support and perform other duties as assigned at your location
Coordinate building maintenance requests, badge access, parking validations, and authorizations