Administrative Assistant - Multi Market

Location:

Gresham Smith | Nashville Office (HQ), Nashville, TN 37201, USA

• Perform administrative duties such as processing expense reports and invoices, handling phone calls, mail, faxes, and copying as needed
• Order office supplies and manage purchase orders, check requests, yearly renewals, and certifications
• Provide reception desk coverage as needed and on a rotating basis with other office administrative staff
• Proactively suggest innovative solutions to anticipate client needs and improve services and event quality
• Maintain project tracking information including insurance certificates and other project deliverables
• Organize and maintain a clean office environment, including common areas and conference rooms; arrange office equipment and facility maintenance as necessary
• Prepare check requests for society memberships, licensure renewals, and miscellaneous invoices
• Plan, support, and host internal and external events and meetings aligned with the People and Culture pillar of our strategic plan, including setup, cleanup, and food ordering; event support may require before or after hours availability
• Assist with vendor lunch and learn meetings, including setup and cleanup
• Support maintaining clean common areas and conference rooms in conjunction with administrative staff
• Perform other general tasks as assigned

• High school diploma or equivalent
• Minimum of two years’ experience in the food service industry or an administrative role
• High energy and enthusiasm
• Comfortable with technology
• Knowledge of Deltek Vantagepoint, Adobe Acrobat Pro, and Newforma software preferred
• Intermediate skills in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Teams
• Availability for after-hours and weekend work depending on events
• Proactive self-starter who can work independently and as part of a team
• Detail-oriented with strong organizational skills
• Strong communicator comfortable bridging inter- and intra-departmental collaboration
• Professional demeanor in all communications
• Understanding of general administrative services including coordination, phone systems, email, Microsoft Office, and Teams
• Excellent time management skills with the ability to handle multiple assignments; flexible and adaptable
• Effective interpersonal communication, both written and verbal, with strong presentation skills
• Ability to lift up to 20 pounds

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

Gresham Smith is an equal opportunity employer and does not discriminate. Everyone is invited to apply!