Administrative Assistant - Multi Market

Gresham Smith in; Chicago (IL); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Flexible schedules

Healthcare

401(k) with company match

Disability & Life Insurance

Transit program

Telemedicine

Employee assistance program

Job summary

Gresham Smith is seeking an Administrative Assistant for Multi Market (Finance) in Chicago to support daily office operations and client-facing activities. You will greet guests, manage calls, coordinate schedules, and prepare documents in a fast-paced, professional environment.

The ideal candidate will have a high school diploma (BS/AS preferred), strong communication, and proficiency in Deltek Vision and Newforma, as well as the MS Office suite.

Qualifications

• Requires a high school diploma; a Bachelor's or Associate's degree in Business Administration or equivalent preferred.
• Strong written and oral communication skills are essential.
• Professional appearance and demeanor expected for a client-facing environment.
• Ability to contribute positively as part of a team and assist staff as requested.
• 1–3 years' experience supporting an architectural/engineering/design firm is preferred.
• Deltek Vision and Newforma knowledge are a plus.
• Proficiency with the Microsoft Office Suite (Word, Excel, PowerPoint, Teams).

Responsibilities

• Greet guests professionally and maintain a welcoming reception.
• Manage building security through portal access and badging protocols.
• Assist with parking cards and validation processes.
• Answer, forward, and screen calls to appropriate staff.
• Order and maintain office, copier, kitchen supplies, etc.
• Keep desks and common areas clean and organized.
• Support department managers and business development leaders as requested.
• Receive and screen visitors and route to staff.
• Provide information on office policies and Firm news.
• Type letters, memos, reports, and proposals; format and proofread documents.
• Schedule appointments, calls, travel, and training.
• Handle mail and faxes; prepare labels for shipments.
• Maintain filing and record-keeping systems; assist with archiving as needed.
• Process weekly expense reports and coordinate timesheet approvals.

Skills

Communication

Teamwork

Professionalism

Office admin

MS Office

Education

High school diploma or GED

Bachelor's/Associate in Business Admin

Tools

Deltek Vision

Newforma

Word

Excel

PowerPoint

Teams

Job description

Administrative Assistant - Multi Market (Finance)

About Us

At Gresham Smith, we call it Genuine Ingenuity. Our culture is the cornerstone of who we are, and our people are at the heart of everything we do. United by our Core Purpose-to plan, design, and consult to create healthy and thriving communities-we deliver innovative solutions for life's essential infrastructure and institutions.

Why Gresham Smith?

When you join Gresham Smith, you're joining a place where you can connect and thrive. Our employees consistently recognize us as a Best Place to Work because we go above and beyond to ensure that you feel valued, supported, and empowered.

About You

We're looking for someone who has:

• High school diploma (or GED) is required; prefer a Bachelor's degree / Associate's degree in Business Administration or equivalent field.
• Good communication skills; oral and written
• Consistent professional dress and manner
• Able to contribute positively as part of a team, helping staff as requested
• 1-3 years' experience supporting an Architectural/Engineering/Design firm, is preferred.
• Deltek Vision, Newforma software knowledge also preferred
• Excellent Microsoft Office Suite skills including Word, Excel, PowerPoint, and Teams

As anAdministrative Assistant, you will:

• Greet guests in a professional and friendly manner.
• Maintain workplace security through building portal and company badging protocols.
• Assist with building parking cards and validations.
• Answering, forwarding, and screening calls.
• Order and maintain all supplies (office, copier, kitchen, etc)
• Maintain a clean and organized desk and community areas, as needed
• Assist department managers and business development leaders, as requested.
• Receive and screen telephone calls and visitors and refer to appropriate staff.
• Provide information regarding office/department policies or procedures and Firm news.
• 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.
• Schedule and coordinator appointments, calls, travel, training classes and site visits.
• Receive, sort and distribute mail and incoming faxes; prepare online labels for Federal Express packages.
• Organize, establish and maintain record-keeping systems for correspondence, documents and records. Sort and box/bag items for archiving, when necessary.
• Process weekly expense reports for various individuals, meeting Accounting's cutoff every Friday at 5:00 PM CST.
• Coordinate timesheet approvals. Maintain department calendars. Prepare check requests for pre-approved society memberships and miscellaneous invoices.

Your work will directly contribute to shaping environments where people live, work, and thrive, all while growing your career within a supportive, people-first culture.

Here's what you can expect:

Professional Growth

In-house Learning, Tuition Reimbursement, Licensure Support, Professional Organization Engagement.

Culture that Cares

93% of employees say they feel cared for, and 96% are confident in our future success.

Competitive Benefits

• Flexible Schedules & Generous PTO
• Healthcare (Medical, Dental, Vision, Wellness Programs)
• 401(k) with Company Match
• Short- & Long-term Disability, Paid Life & AD&D
• Supplemental, Critical Care, Pet, Legal & ID Theft Insurance
• Family Planning and Parental Leave
• Mass/Public Transit Program
• Telemedicine and Employee Assistance Program

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