Senior Administrative Assistant - Transportation Market

Our transportation and utility services professionals offer practical, forward-thinking expertise in a wide range of practice areas, including active transportation, bridge design, roadway design and traffic engineering, intelligent transportation systems, utility and broadband services, grant writing, program management and so much more! From interstates and intersections to bridges and bike paths, we invite you to join us in designing transportation systems that connect us to the people and places we care about most.

Gresham Smith is looking for a Senior Administrative Assistant to support our Transportation Market are you a perfect fit?

Applying for this position could pave the way to other open opportunities requiring similar skills and qualifications. If your qualifications match, you could be considered for additional roles at Gresham Smith.

Responsibilities :

Performs complex administrative duties including meeting notes, document preparation and record management, processing expense reports and invoices;

handling mail, faxes, minor marketing support, 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.

• Manage and maintain fleet cars, PPE equipment, and other miscellaneous equipment for your team.
• Provide some support for Memphis staff to include expense reports and minimal travel assistance. May include some document review support.
• Provide information regarding office / department policies or procedures for new firm directives and standards as well as Department of Transportation (DOT) policies and procedures to your location employees and leadership.
• Supports any Notary needs for the office, or is willing to become a Notary (reimbursed by Firm).
• 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, and 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.

• Receive and screen calls, and refer to appropriate staff. Assist with general office tasks and upkeep.
• Front Desk duties on rotation with other admin staff. Assist with maintaining clean common areas and conference rooms. Assist with other duties as needed or assigned.

Minimum Qualifications :

• A high school diploma (or GED) is required; a Bachelor's degree / Associate's degree in a relevant field is preferred.
• Minimum of 8+ years’ experience supporting an Architectural / Engineering / Design firm 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 skills in Microsoft Office applications, particularly Word, Excel, and Access. Ability to demonstrate strong attention to detail and focus on accuracy.
• Deltek VantagePoint, Adobe Pro, and Newforma software knowledge are preferred.
• 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.