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 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. Gather 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 and 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