Senior Administrative Assistant

2 months ago

Atlanta, Georgia, United States Gresham Smith Full time
As a multimarket firm, we touch many areas of life: from designing highways and bridges that connect people, to clean water systems, to hospitals and corporate campuses of the future. That's why we're able to offer endless opportunities for people to hone their skills and strengthen their understanding of different disciplines and perspectives. Administrative Support is central to the success of the firm and behind all the hard work is a team of really sharp, down-to-earth people who love a good challenge - and a good time.

Gresham Smith is looking for a Senior Administrative Assistant to support our Atlanta Midtown office - are you a perfect fit?

Responsibilities:
  • Performs complex administrative duties including document preparation and record management, processing expense reports and invoices; handling mail, faxes and copying as needed. Assist with warehouse research and retrieval when necessary. Monitors staff timesheet completion and corrections when needed. Order office supplies. Handles purchase orders, check requests, yearly renewals and certifications.
  • Heavy calendar management for office, leadership, and events. Schedule appointments and coordinate conference calls, meetings (internal/external to the organization), training classes and site visits. Arrange and coordinate travel plans including transportation and lodging; Coordinate conference booth logistics and all support needs for materials and presentations, etc.
  • Coordinate maintenance requests with building portal sites. Enter visitors into a security portal. Understand and communicate all building protocols, procedures and information.
  • Lead multiple high-level projects or tasks simultaneously; utilize exceptional follow-up skills.
  • Expert level oral and written communication skills. Ability to communicate vertically and laterally within the organization at all levels. Interact with clients, vendors, and visitors professionally.
  • Provide information regarding office/department policies or procedures for new firm directives and standards as well as GDOT policies and procedures to your location employees and leadership.
  • Supports any Notary needs for the office.
  • As Program Management support, you will proactively plan and support internal and external events and meetings to support the People and Culture pillar of our strategic plan. Set up, clean up, ordering food may be required; researching and identifying community events, conferences, and volunteer/philanthropy and team building activities for your location. This includes workshops, summits, and marketing events as well as conference booth rental/setup and presentations preparation, including updating and maintaining presentation database archives.
  • Receive and screen calls, and refer to appropriate staff. Assist with maintaining clean common areas and conference rooms. Assist with general office tasks and upkeep.
  • Assist with other duties as needed or assigned.

Minimum Qualifications:
  • High school diploma (or GED) is required; prefer Bachelor's degree / Associate's degree in a relevant field. Minimum of 6 years' experience supporting an Architectural/Engineering /Design firm preferred.
  • Establish and maintain confidentiality at all times.
  • Is a Notary or willing to become Notary (reimbursed by Firm).
  • Deltek Vantagepoint and Newforma software knowledge is preferred.
  • Primavera P6 project management software knowledge is preferred.
  • Advanced knowledge of administrative and clerical procedures and systems.
  • Ability to operate office equipment such as personal computers, video conferencing equipment, calculators, fax and copiers.
  • Strong skill in Microsoft Office applications, particularly Word, and Excel. Ability to demonstrate strong attention to detail and focus on accuracy.
  • Ability to demonstrate strong organizational and time management skills. Ability to work independently on multiple tasks.

Gresham Smith is committed to fostering a diverse workforce and is proud to be an Affirmative Action/Equal Opportunity Employer of Minorities/Women/Protected Veterans/Individuals with Disabilities. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, age, national origin, veteran status, disability, or any other classification protected by law.

Gresham Smith will not accept unsolicited resumes from recruiters, headhunters, contract recruiters, search firms or employment agencies. An executed GRESHAM PLACEMENT SERVICES AGREEMENT (PSA) is required prior to any payment obligation for either a referral or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously executed PSA, GRESHAM SMITH explicitly reserves the right to recruit and hire those candidate(s) at its discretion, and without any financial obligation whatsoever to the recruiter or agency. Any such unsolicited resume or candidate contact information, including those submitted directly to GRESHAM SMITH'S hiring managers or any other employee, shall become the property of GRESHAM SMITH upon receipt.

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