Gresham Smith · 1 day ago
Administrative Assistant - Industrial Market
Southfield, MI
Full-time
Onsite
Mid Level
4+ years expGresham Smith is a multimarket firm that engages in various aspects of life, from infrastructure to healthcare design. They are seeking an Administrative Assistant to provide essential support to the Southfield office, assisting staff and managers with a variety of administrative tasks to ensure smooth operations.
ConsultingProduct Design
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
Qualification
Required
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 to lift up to 20 lbs
Ability to be in the office Monday through Thursday each week
Preferred
Bachelor's or Associate's degree in Business Administration or equivalent field
4-5 years of experience supporting an Architectural/Engineering/Design firm
Deltek Vantagepoint, Adobe Pro, and Newforma software knowledge
Company
Gresham Smith
Gresham Smith is a premier architecture, engineering and consultancy services firm dedicated to creating healthy and thriving communities.
501-1000 employees
H1B Sponsorship
Gresham Smith has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (27)
2024 (9)
2023 (3)
2022 (19)
2021 (10)
2020 (9)
Funding
Current Stage
Late StageTotal Funding
unknown2011-11-01Acquired
Leadership Team
Rodney Chester
CEO
Matt D'Angelo
TSMO Services Leader
Recent News
2026-01-09
2026-01-05
Company data provided by crunchbase