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Senior Administrative Assistant - Corporate Services Market

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
  • Denver

AI generated summary

  • You need 6+ years supporting Architectural/Engineering/Design firms, proficiency in Deltek VantagePoint, AIA, Newforma, and Microsoft Office, along with hospitality, organization, and confidentiality skills.
  • You will provide exceptional administrative support, managing multiple projects, handling correspondence, scheduling meetings, ordering supplies, and maintaining office organization. Communication and professionalism are key in this role.

Requirements

  • 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.

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.

FAQs

What is the pay range for the Senior Administrative Assistant - Corporate Services Market position at Gresham Smith?

The pay range for this position is $26.00 - $29.66 per hour.

Genuine Ingenuity

Fashion & Arts
Industry
501-1000
Employees
1967
Founded Year

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.