Senior Administrative Assistant - Corporate Services Market at Gresham Smith in Nashville, Tennessee

Job Description:

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 Life and Work Places market - are you a perfect fit?

Responsibilities:

• Performs complex administrative duties, including document preparation and record management, including processing expense reports and invoices; handling mail, faxes and copying as needed.
• AIA contracts for Owner agreements, Consultant agreements and other letter agreements as assigned.
• Support Aviation market staff with contracts, expenses, travel, and other general administrative responsibilities
• Order office supplies as needed. Maintain department calendars.
• Coordinate maintenance requests with building portal sites. Enter visitors into a security portal; receive and screen telephone calls, and refer to appropriate staff.
• Support Executive and Market Vice Presidents (when applicable) as needed. Establishing and maintaining confidentiality while fully supporting Executive Management.
• 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.
• Share information regarding office/department policies or procedures updates and roll-outs to markets as needed.
• Support Project Teams with work on deliverables and contracts and/or agreements. This could include letters, memos, reports, specifications, narratives, 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) and site visits.
• Schedule vendor lunch and learns and resource library updates in collaboration with department staff.
• Handle purchase orders, check requests, yearly renewals and certifications.
• Arrange and coordinate travel plans including transportation and lodging.
• Perform occasional event planning. Interact with staff, clients and visitors.
• Switchboard Duties when needed. Assist with maintaining clean common areas and conference rooms.

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.
• Strong knowledge of AIA contract software is preferred.
• Deltek Vision 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.
• Ability to demonstrate strong organizational and time management skills. Ability to work independently on multiple tasks.

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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