Administrative Assistant - Multi Market

Gresham Smith•Dallas, TX

26d

About The Position

The Administrative Assistant will perform a variety of administrative duties to support the firm's operations and contribute to shaping environments where people live, work, and thrive. This role is crucial in maintaining a smooth-running office and supporting the People and Culture pillar of the firm’s strategic plan. The position offers an opportunity for career growth 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
Experience with Deltek Vantagepoint, Adobe Acrobat Pro, and Newforma software preferred
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

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.