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Administrative Assistant

  • Job
    Mid & Senior Level
  • People, HR & Administration
  • Richmond

AI generated summary

  • You need a high school diploma, strong communication skills, ability to work independently and as part of a team, lift up to 20 lbs, 3-5 years' admin experience preferred, and proficiency in Deltek Vantagepoint, Adobe Pro, Newforma software, and Microsoft Office Suite.
  • You will provide comprehensive administrative support, manage office operations, handle communication and correspondence, organize records, coordinate events, and assist with project-specific tasks in a professional office setting.


  • High school diploma (or GED) is required; prefer Bachelor's degree / Associate's degree in Business Administration or equivalent field.
  • Good communication skills; oral and written
  • Consistent professional dress and manner
  • Self-motivated and able to work independently
  • Able to contribute positively as part of a team, helping staff as requested
  • Able to lift up to 20 lbs.
  • 3-5 years’ administrative experience is preferred; experience supporting an Architectural/Engineering/Design firm is ideal but not required.
  • Deltek Vantagepoint, Adobe Pro, Newforma software knowledge also preferred
  • Excellent Microsoft Office Suite skills including Word, Excel, Powerpoint and Teams


  • Primary support for all office staff with project-specific, and general, duties such as managing phones, route calls, answer inquiries, schedule conference calls, greet incoming clients/guests/vendors. Maintain voice mail system.
  • Provide clerical support for all written communication as well as edit and proofread materials to ensure compliance to Gresham Smith standard practice. This includes project meeting notes.
  • Produce or maintain project tracking information such as insurance certificates, contracts, and other misc. project data. Organize, establish and maintain record-keeping systems for correspondence, documents and records. Sort and box/bag items for archiving, if needed
  • Organize and maintain clean office environment, including common areas. Order supplies and service work for office equipment and facilities maintenance. May include dishwasher support.
  • Process and distribute all mail through USPS, UPS, FedEx, courier and overnight services. May include taking outgoing FedEx packages to carrier if needed.
  • Schedule and coordinate vendor visits and in-office lunches which may include ordering food, set up, and clean up as required.
  • Process accounting-related tasks such as weekly expense reports for staff and support timesheet submission coordination, if needed. Prepare check requests and process invoices as needed.
  • Proactively plan and support internal and external events and meetings to support the People and Culture pillar of our strategic plan. This can include vendor lunch meetings. Set up, clean up, ordering food may be required.
  • Share information regarding policies or procedural updates and roll-outs to your location as needed.
  • Support project specifications preparation, as needed.
  • Coordinate building maintenance requests and badge access, parking validations and authorization.
  • Support new hire onboarding as needed, for your location.


What qualifications are required for the Administrative Assistant position at Gresham Smith's Richmond office?

The minimum qualifications for this position include a high school diploma (or GED), good communication skills, consistent professional dress and manner, self-motivation, the ability to work independently, the ability to lift up to 20 lbs, and 3-5 years of administrative experience. A Bachelor's degree or Associate's degree in Business Administration or a related field is preferred. Experience supporting an Architectural/Engineering/Design firm is ideal but not required. Knowledge of Deltek Vantagepoint, Adobe Pro, and Newforma software, as well as proficiency in Microsoft Office Suite (Word, Excel, Powerpoint, and Teams) is also preferred.

What are the primary responsibilities of the Administrative Assistant at Gresham Smith?

The primary responsibilities of the Administrative Assistant include providing support for office staff with project-specific and general duties, managing phones, handling written communication, maintaining project tracking information, organizing office environment, processing and distributing mail, scheduling vendor visits and in-office lunches, supporting accounting-related tasks, planning and supporting events and meetings, sharing policy and procedural updates, supporting project specifications preparation, coordinating building maintenance requests, supporting new hire onboarding, and more.

Is Gresham Smith an Equal Opportunity Employer?

Yes, 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.

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Mission & Purpose

Gresham Smith is a team of diligent designers, creative problem-solvers, insightful planners and seasoned collaborators who work closely with clients to improve the cities and towns we call home. Our employees are diverse in experience, yet we all have one thing in common: genuine care for each other, our partners and the outcome of our work. From roadways and pathways that connect people and places, to hospitals that promote well-being and recovery, to corporate campuses that encourage productivity and teamwork, we have the pleasure of designing communities'​ most vital institutions and infrastructure.