Administrative Assistant — People-First & Growth-Driven

Gresham Smith; Richmond (VA); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Flexible Schedules & Generous PTO

Healthcare (Medical, Dental, Vision, &

401(k) with Company Match

Short- & Long-term Disability, Paid L

Supplemental, Critical Care, Pet,Legal

Family Planning and Parental Leave

Mass/Public Transit Program

Telemedicine and Employee Assistance

Job summary

Gresham Smith in the United States is seeking an Administrative Assistant to support project teams with documentation, coordination, and office operations. You will format complex documents, maintain tracking records, and provide basic technical support, contributing to a collaborative, people-first culture.

Ideal candidates have 3–8 years of admin experience, strong MS Office skills, and familiarity with Deltek Vantagepoint, Adobe Acrobat Pro, and Newforma.

Qualifications

• High school diploma or GED required; Bachelor's/Associate preferred in Business Admin or related field.
• Strong oral and written communication skills.
• Professional dress and demeanor.
• Self-motivated with 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.
• 3–8 years of administrative experience preferred; experience in an Architecture/Engineering/Design firm 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.

Responsibilities

• 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.

Skills

Written and spoken communication

Independent work

Team collaboration

Adaptability

Customer service orientation

Education

High school diploma or GED

Bachelor’s or Associate’s degree in Business Administration or related field preferred

Tools

Deltek Vantagepoint

Adobe Acrobat Pro

Newforma

Microsoft Office Suite

Job description

Gresham Smith in the United States is seeking an Administrative Assistant to support project teams with documentation, coordination, and office operations. You will format complex documents, maintain tracking records, and provide basic technical support, contributing to a collaborative, people-first culture.

Ideal candidates have 3–8 years of admin experience, strong MS Office skills, and familiarity with Deltek Vantagepoint, Adobe Acrobat Pro, and Newforma.