Executive Assistant

Overview

We have a fantastic opportunity open in Lexington KY for an Executive Administrative Assistant.  This position will support the Chief Executive Officer of Gray Construction, Inc.

Responsibilities

Why Gray?

Gray is a fully integrated, global service provider deeply rooted in engineering, design, and construction, along with smart manufacturing and equipment manufacturing services. Consistently ranked as a leader in the industry, we focus on the following markets for domestic and international customers: Food & Beverage, Manufacturing, Advanced Technology, Distribution, Mission Critical, and Commercial.

 

Founded in 1960, Gray's robust offering enables us to create one-of-a-kind solutions at the highest levels of customization, delivering unmatched precision and partnership to some of the world's most sophisticated organizations. Still, these areas don't define Gray-our people do. Passion, commitment, and a great team spirit all speak to the team members at Gray.

 

What we expect... (Essential Functions)

• The primary function of this role is to support the COO and the secondary function is to support the VP, Operations, and the COE team.
• Provide general information and administrative support including scheduling meetings, maintaining and coordinating calendars, booking travel and lodging, processing expenses, timesheets, creating agenda and itineraries and assisting with other needs of executives and board members.
• Receive and screen telephone calls and emails. Prepares and drafts responses for the review and approval of the responder.
• Review, update, and project department budget on a monthly basis.
• Act as the point of contact between executives and internal/external customers.
• Create and maintain database and spreadsheet files.
• Compile, prepare, and maintain informational and statistical reports.
• Support leadership as needed in preparing for speaking engagements or other internal or external meetings conducting research and preparing materials for other similar tasks.
• Research, prioritize and follow up on issues and concerns addressed to the executives, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• Independently answers questions and direct inquiries to appropriate personnel on behalf of manager.
• Facilitate the exchange of information between internal teams, customers, and business partners in a professional and tactful manner.
• Prepare confidential correspondence, reports, and documents. Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with team members and customers.
• Prepare and assemble presentation materials.
• Handle all meeting logistics, including booking conference rooms, setting up IT, preparing agendas, catering, and presentation materials. Coordinate any follow-up actions as needed.
• Attend leadership meetings as needed to prepare agendas, take notes and follow-up on action items.
• Works closely with and coordinate activities for the Gray Leadership Team and Executive Operational Team.
• Participate in Administrative Assistant workshops, meetings, and retreats.
• Other duties may be assigned.

Qualifications

Who we want... (Requirements)

A bachelor's degree from a 4-year college or university plus years of related a minimum of 5 years' experience in an executive assistant role supporting c-level executives; or an equivalent level of experience and education. Must be proficient in Microsoft Office Suite, Outlook, Adobe Suite, PowerPoint knowledge, and scheduling applications.  Superb written, visual, and verbal communication skills, with an ability to quickly summarize information required.

 

The new team member should be an energetic, self-motivated individual who does not mind working independently, but also enjoys a team environment, as well as a passion for collaboration and professional development. If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then Gray is the place for you.

 

The requirements listed above are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Physical Demands & Work Environment

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this position, the team member is frequently required to stand, walk, sit, use hands, reach with hands or arms, and talk or hear.  They may occasionally be required to climb or balance, stoop, kneel, or crouch.  Must occasionally lift and/or move up to 50 pounds.  Specific vision abilities required include close vision.

 

Generally, normal office environment where noise level is moderate, and temperature/humidity is controlled. Overtime may be required.

 

Supervisory Responsibilities

This position has no supervisory responsibilities.

 

EEO Disclaimer

Gray is proud to be an Equal Opportunity Employer and welcomes everyone to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Location : LocationUS-KY-LexingtonEmployment Type: FULL_TIME