Administrative Assistant

AIA Detroit; Southfield (MI); Hybrid; USD 40,000 - 55,000; Full time

Job summary

A leading multimarket firm in Southfield is seeking an Administrative Assistant to support various office operations. The candidate will provide primary support to office staff and department managers while being involved in numerous organizational tasks. A high school diploma is required, along with proficiency in Microsoft Office Suite. Preferred qualifications include a degree in Business Administration and experience in the Architectural/Engineering/Design field. The role is hybrid, requiring in-office presence Monday through Thursday.

Qualifications

• Required to lift up to 20 lbs.
• 4-5 years of experience supporting an Architectural/Engineering/Design firm.

Responsibilities

• Primary support for office staff and department managers with project duties.
• Type and format letters, reports, and proposals.
• Organize and maintain the office and order supplies.
• Schedule appointments, calls, and meetings.
• Manage daily and weekly calendar for Office Leader.

Skills

Strong Microsoft Office Suite skills

Self-motivated and able to work independently

Ability to work positively as part of a team

Education

High school diploma or GED

Bachelor’s or Associate’s degree in Business Administration

Tools

Deltek Vantagepoint

Adobe Pro

Newforma software knowledge

Job description

Gresham Smith
Southfield | Hybrid
Experience: 5 years

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 an Administrative Assistant to support our Southfield office.

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

• Primary support for office staff, department managers, and business development leaders as needed, with project-specific and general duties.
  Answer phones, route calls, take messages, answer inquiries, place conference calls, and greet incoming clients/guests. Phone system administration. Maintain the voice mail system.
• Track the location/availability status of all team members on a daily and long-range basis: in office, on vacation, out of office on business, availability for meetings, etc. via the office calendar.
• Type letters, memos, reports, narratives, and proposals from handwritten notes or other sources, as well as format the Gresham Smith way; edit and proofread materials such as letters, technical documents and forms, contracts, reports, and meeting notes.
• Organize and maintain the office. Order supplies and service work. Arrange office equipment and facilities maintenance.
• Process incoming/outgoing faxes. Miscellaneous copying/scanning.
• Process and distribute all outgoing and incoming mail and packages through USPS, UPS, FedEx, courier, and overnight services.
• Assist with the coordination of bi-monthly submittal of time sheets. Serves as timesheet coordinator.
• Schedule and coordinate appointments, calls, travel, training classes, and site visits, including ordering food, set up, and clean up as required.
• Organize, establish, and maintain record-keeping systems for correspondence, documents, and records.
• Process weekly expense reports for staff.
• Prepare check requests as needed, including society memberships, licensure renewals, and miscellaneous invoices.
• Support project specifications preparation, as needed.
• Support Building maintenance: Access cards, parking, and shipments.
• Assist with new hire onboarding and set-up.
• Support as On-site IT point-person.
• ather information and prepare documents as needed by the Office Leader.
• Prepare Office Leader for meetings by organizing and discussing the meeting purpose, agenda, attendees, background information, and any other relevant information.
• Daily and weekly calendar management for Office Leader and follow-up to determine any pending changes, priorities, new information to consider for the week and month, etc.
• Track action items for the Office Leader and coordinate deadlines, follow-up items, next steps, etc.
• Track and monitor marketing activities, overhead labor, and expenses for overhead projects.
• Schedule project coordination meetings, and attend and prepare minutes.
• Create and maintain various reports for market and project manager leads.
• Proactively plan and support internal and external events and meetings to support the People and Culture pillar of our strategic plan.

Minimum Qualifications

• A high school diploma (or GED) is required.
• Self-motivated and able to work independently.
• Able to contribute positively as part of a team, helping staff as requested.
• Strong Microsoft Office Suite skills, including Outlook, Word, Excel, PowerPoint, and Teams.
• Able to lift up to 20 lbs.
• Ability to be in the office Monday through Thursday each week.

Preferred Qualifications

Bachelor’s or Associate’s degree in Business Administration or equivalent field.
4-5 years of experience supporting an Architectural/Engineering/Design firm.
Deltek Vantagepoint, Adobe Pro, and Newforma software knowledge.

Gresham Smith is an equal opportunity employer and does not discriminate. Everyone is invited to apply!

Gresham Smith will not accept unsolicited resumes from recruiters, headhunters, contract recruiters, search firms, or employment agencies. An executed GRESHAM SMITH 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.