Finance Administrative Assistant – Growth & Flexible PTO

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

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.