Senior Administrative Assistant - Corporate Services

Gresham Smith•Memphis, TN

About The Position

Gresham Smith is seeking a Senior Administrative Assistant to support its Corporate Services team. The role provides professional reception and office support, maintains workplace security and office supplies, assists department managers and business development leaders, and coordinates administrative activities including scheduling, correspondence, records, expenses, timesheets, and calendars. The position contributes to a collaborative workplace and supports the firm’s work planning, designing, and consulting to create healthy and thriving communities.

Requirements

High school diploma or GED.
Good oral and written communication skills.
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

Bachelor’s or associate 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 through building portal and company badging protocols.
Assist with building parking cards and validations.
Answer, forward, and screen calls; receive and screen telephone calls and visitors and refer them to appropriate staff.
Order and maintain office, copier, kitchen, and other supplies.
Maintain a clean and organized desk and community areas as needed.
Assist department managers and business development leaders as requested.
Provide information regarding office or department policies and procedures and firm news.
Type letters, memos, reports, narratives, and proposals from handwritten notes or other sources; format materials according to Gresham Smith standards; and edit and proofread letters, 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 and maintain department calendars.
Prepare check requests for pre-approved society memberships and miscellaneous invoices.

Benefits

In-house learning, tuition reimbursement, licensure support, and professional organization engagement.
Flexible schedules and generous paid time off.
Medical, dental, and vision healthcare.
Wellness programs.
401(k) with company match.
Short- and long-term disability.
Paid life and AD&D insurance.
Supplemental, critical care, pet, legal, and ID theft insurance.
Family planning and parental leave.
Mass/public transit program.
Telemedicine and employee assistance program.