Administrative Assistant - Multi Market

Gresham Smith•Tampa, FL

3d•Onsite

About The Position

The Administrative Assistant role at Gresham Smith involves performing complex administrative duties to support office operations and leadership. This includes document preparation, record management, expense and invoice processing, and handling communications via phone, mail, and fax. The role also entails ordering supplies, managing purchase orders, maintaining Certificates of Insurance (COIs), and heavy calendar scheduling for leadership and events. Additionally, the assistant will coordinate maintenance requests, manage visitor entry, communicate building protocols, and support new hire computer setups. The position requires proactive planning and support for internal and external events, including setup, food ordering, and research for various activities like conferences, volunteer events, and team building. General office upkeep and other assigned duties are also part of the role, contributing to shaping environments where people live, work, and thrive within a supportive, people-first culture.

Requirements

High school diploma (or GED) required.
5 to 8 years of experience supporting an Architectural, Engineering, or Design firm preferred.
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.
Experience with Deltek Vantagepoint, Adobe Acrobat Pro, and Newforma software preferred.

Responsibilities

Perform complex administrative duties including document preparation and record management.
Process expense reports and invoices.
Handle 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.
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.

Benefits

Professional Growth: In-house Learning, Tuition Reimbursement, Licensure Support, Professional Organization Engagement.
Culture that Cares: 93% of employees say they feel cared for, and 96% are confident in our future success.
Competitive Benefits: Flexible Schedules & Generous PTO
Healthcare (Medical, Dental, Vision, Wellness Programs)
401(k) with Company Match
Short- & Long-term Disability, Paid Life & AD&D
Supplemental, Critical Care, Pet, Legal & ID Theft Insurance
Family Planning and Parental Leave
Mass/Public Transit Program
Telemedicine and Employee Assistance Program