Administrative Assistant - Multi Market

Gresham Smith, Inc.; Richmond (VA); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Healthcare package

401(k) match

Disability & life insurance

Voluntary benefits

Family planning & parental leave

Transit program

Telemedicine & EAP

Job summary

Gresham Smith, a Richmond-based firm, is seeking an Administrative Assistant to join our office team. You will format documents, maintain project trackers, coordinate meetings, and support project delivery with meticulous organization across departments.

The role emphasizes strong communication, independence, and teamwork in a collaborative, people-first culture. Experience with Deltek Vantagepoint, Adobe Acrobat Pro, and Newforma is preferred; a high school diploma is required, with a degree

Qualifications

• High school diploma or GED required; degree preferred
• Strong oral and written communication skills
• Professional dress and demeanor
• Self-motivated with ability to work independently
• Team player who can assist staff
• Ability to lift up to 20 pounds
• 3–8 years administrative experience; experience in an architectural/engineering/design firm a plus
• Knowledge of Deltek Vantagepoint, Adobe Acrobat Pro, and Newforma preferred
• Excellent Microsoft Office skills (Word, Excel, PowerPoint, Teams)

Responsibilities

• Prepare, format, and proofread complex documents per company standards
• Maintain project tracking documents (insurance certificates, contracts, deliverables)
• Coordinate office equipment maintenance and provide basic technical support
• Schedule vendor trainings and internal meetings, including logistics
• Support contract and deliverable preparation, editing, and proofreading of technical documents
• Plan and host internal and external events aligned with culture pillars; occasional after-hours work
• Assist with onboarding new hires and maintaining organized common areas
• Coordinate building maintenance requests, badge access, parking validation

Skills

Oral communication

Written communication

Independent work

Team collaboration

Lift 20 pounds

Administrative experience 3-8 years

Deltek Vantagepoint

Adobe Acrobat Pro

Newforma

Microsoft Office (Word, Excel, PowerP

Education

High school diploma or GED

Bachelor's or Associate degree preferred

Tools

Deltek Vantagepoint

Adobe Acrobat Pro

Newforma

Job description

Gresham Smith | Richmond Office

Richmond, VA 23219, USA

Description

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.

What sets us apart is our dedication to care for our people, our clients, and the places we call home. We are more than a team of professionals—we’re a community built on commitment, integrity, respect, and teamwork.

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

• A high school diploma (or GED) is required; a Bachelor’s or Associate’s degree in Business Administration or a related field is preferred
• Good oral and written communication skills
• Consistent professional dress and manner
• Self‑motivated with the ability to work independently
• Ability to contribute positively as part of a team and assist staff as requested
• Ability to lift up to 20 pounds
• 3 to 8 years of administrative experience preferred; experience supporting an Architectural/Engineering/Design firm is ideal but not required
• Knowledge of Deltek Vantagepoint, Adobe Acrobat Pro, and Newforma software preferred
• Excellent skills in Microsoft Office Suite, including Word, Excel, PowerPoint, and Teams

Administrative Assistant

• Prepare, format, and proofread complex documents including letters, memos, reports, proposals, and technical materials according to company standards
• Maintain project tracking documents such as insurance certificates, contracts, and other project deliverables
• Coordinate office equipment maintenance and provide basic technical support when needed
• Schedule and support vendor lunch and learn training sessions and internal meetings, including food ordering, meeting and conference room invitations, and setup and cleanup
• Support project teams with contract and deliverable preparation, editing, and proofreading of various technical and administrative documents
• Plan, support, and host internal and external events and meetings aligned with the People and Culture pillar of our strategic plan, including setup, cleanup, food ordering, and research and identification of community events, conferences, volunteer and philanthropy activities, and team‑building initiatives. Event support may require occasional before or after‑hours work
• Assist with maintaining clean and organized common areas and conference rooms in collaboration with office staff
• Assist with onboarding new hires including ordering business cards
• Provide additional support and perform other duties as assigned at your location
• Coordinate building maintenance requests, badge access, parking validations, and authorizations

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.

Join Us

If you’re excited to bring your talents to a collaborative, people‑first environment where you can make an impact while growing your career, we’d love to hear from you.

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.

Benefits

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

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.