Administrative Assistant - Multi Market

Gresham Smith•Dallas, TX

11h•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. Your work will directly contribute to shaping environments where people live, work, and thrive, all while growing your 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 administrative duties including record management, processing expense reports and invoices, handling phone calls, mail, faxes, and copying as needed
Order office supplies and handle purchase orders, check requests, yearly renewals, and certifications
Greet incoming clients and guests and maintain the office voicemail system
Prepare or proofread complex documents such as letters, memos, reports, narratives, and proposals, formatting them according to the Gresham Smith standards
Produce and maintain project tracking information such as insurance certificates, contracts, and other project deliverables
Organize and maintain a clean office environment, including common areas and conference rooms, and arrange office equipment and facilities maintenance as needed
Schedule and coordinate appointments, calls, travel, training classes, and site visits, including ordering food, setup, and cleanup as required
Prepare check requests for society memberships, licensure renewals, and miscellaneous invoices
Proactively plan, support, and host internal and external events and meetings to support the People and Culture pillar of the firm’s strategic plan, including research and identification of community events, conferences, volunteer/philanthropy, and team building activities
Provide event support for various sizes of events which may require occasional before- or after-hours availability
Assist with maintaining clean common areas and conference rooms and support general office tasks in conjunction with office staff