Senior Administrative Assistant - Corporate Services

Gresham Smith•Memphis, TN

About The Position

Gresham Smith is seeking a Senior Administrative Assistant to support Corporate Services and contribute to a collaborative, people-first workplace. The role provides front-desk, office, administrative, and departmental support, including assisting department managers and business development leaders. The position supports office operations and helps maintain organized records, calendars, communications, and expense processes.

Requirements

High school diploma or GED required.
Good oral and written communication skills.
Consistent professional dress and manner.
Ability to contribute positively as part of a team and help staff as requested.
Excellent Microsoft Office Suite skills, including Word, Excel, PowerPoint, and Teams.

Nice To Haves

Associate’s or bachelor’s degree in Business Administration or an equivalent field.
1–3 years of experience supporting an Architectural/Engineering/Design firm.
Knowledge of Deltek Vision and Newforma software.

Responsibilities

Greet guests in a professional and friendly manner.
Maintain workplace security using building portal and company badging protocols.
Assist with building parking cards and validations.
Answer, forward, and screen calls; receive and screen visitors and refer them to appropriate staff.
Order and maintain office, copier, kitchen, and other supplies.
Maintain clean and organized desk and community areas as needed.
Assist department managers and business development leaders as requested.
Provide information about office or department policies and procedures and Firm news.
Type, format, edit, and proofread letters, memos, reports, narratives, proposals, technical documents, and forms.
Schedule and coordinate appointments, calls, travel, training classes, and site visits.
Receive, sort, and distribute mail and incoming faxes; prepare online labels for Federal Express packages.
Organize, establish, and maintain record-keeping systems for correspondence, documents, and records.
Sort and box or bag items for archiving when necessary.
Process weekly expense reports for various individuals, meeting Accounting’s Friday 5:00 PM CST cutoff.
Coordinate timesheet approvals.
Maintain department calendars.
Prepare check requests for pre-approved society memberships and miscellaneous invoices.