Senior Administrative Assistant

4 weeks ago

Denver, United States Gresham, Smith and Partners Full time

We are a creative team of architecture, engineering and design professionals who serve both public and private sector clients. Together, we share one Core Purpose: To plan, design, and consult to create healthy and thriving communities. Our offices are full of genuine, fun, and down-to-earth people who believe in fostering an inclusive culture where all employees feel they belong. Loving where you work, who you're working with, and what you're working on is important to us, which is why we put our people first-they're at the heart of everything we do. From professional growth and development support and opportunities to give back to your community, to flexible work schedules and competitive benefits, we have a genuine interest in the whole you. So, if you're just as passionate about what you do as we are, then we'd love to hear from you

Wearing many hats, our Corporate Services team is the backbone of our organization, helping Gresham Smith function at the highest level. If you're interested in a career that aligns with your skillset-whether it's Accounting, Corporate Communications, Human Resources, Information Technology, Marketing Resources or Risk Management-we invite you to join a diverse and dedicated team that supports the creation of our communities' most vital institutions and infrastructure.

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

NOTE: This position is eligible for hybrid flexibility

Responsibilities:

* Performs complex administrative duties including document preparation and record management, processing expense reports and invoices; handling mail, faxes and copying as needed.
* Lead multiple high-level projects or tasks simultaneously, using exceptional follow-up skills.
* Answer and filter phone calls, then direct them to the relevant personnel.
* Order office supplies as needed and maintain office in an organized, clean manner.
* Act as building contact for tenant communications and coordinate maintenance requests with building portal site(s). Follow building security protocols for visitors and manage parking validation process, if applicable.
* Manage visitor and vendor badges in conjunction with Nashville Receptionist.
* Responsible for utilizing expert-level oral and written communication skills, ensuring effective vertical and lateral communication within all levels of the organization, and maintaining professional interactions with clients, vendors, and visitors.
* Support Project Teams with deliverables, contracts and/or agreements. This could include letters, memos, reports, narratives, specifications and addenda, and proposals from handwritten notes or other sources, as well as format, edit and proofread materials such as letters, technical documents and forms.
* Schedule appointments and coordinate conference calls, meetings (internal/external to the organization), vendor training classes and on-site visits. This may include food deliveries, set up and clean up, and other hosting duties as needed.
* Process purchase orders, check requests, yearly renewals and certifications via established protocols.
* May arrange and coordinate travel plans including transportation and lodging.
* Perform event planning and community engagement activities for this office. This could include catering and hosting duties as well.
* Interact with staff, clients and visitors in a warm and personable manner.
* Ensure common areas and conference rooms are tidy at all times.
* 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.
* Deltek VantagePoint, AIA Software, and Newforma software knowledge is preferred.
* 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, Excel, and Access. Ability to demonstrate strong attention to detail and focus on accuracy.
* Must be hospitality oriented to ensure a welcoming office environment for visitors and staff
* Ability to demonstrate confidentiality and strong organizational and time management skills. Ability to work independently on multiple tasks.

Pay Range for this position is $26.00 - $29.66

Gresham Smith is committed to a diverse and inclusive workplace. Gresham Smith provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, 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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