Administrative Assistant- Field

Responsibilities

Provide daily administrative support to the site safety teams. Provide general information and administrative support, including special projects and initiatives, scheduling appointments, conferences, ordering supplies/equipment, and meetings. Participate in training and professional development activities. Conduct Safety orientations. Make badges; liaise with security.

• Review and update department budget and expenses.
• Prepare and assemble presentation materials.
• Aid in event planning and coordination.
• Handle all meeting logistics, including booking conference rooms, setting up IT, preparing/obtaining agendas, catering, and presentation materials.
• Cover any follow-up actions as needed.
• Attend meetings as directed to prepare agendas, take notes, and follow up on action items.
• Adapt to changing priorities and handle multiple tasks simultaneously.
• Ensure that the team’s area is organized and functional.
• Ensure timesheets are completed and turned in on time.
• Ensure expenses received are input into Concur accurately and timely.
• Schedule meetings with team members.
• Reads and routes incoming mail/e-mail.
• Limits attachments to appropriate files to be answered by Manager.
• Prepares drafts of written correspondence, meeting minutes, reports, and documents.
• Maintain confidentiality of day-to-day department activities.
• Aid in proofreading and assembling information for Safety Minutes, Lessons Learned, etc.
• Distribute to appropriate team members as required.

Qualifications

A high school diploma or general education degree (GED); or minimum five years related experience and/or training. Experience in safety, construction or engineering firm is highly preferred. Team member must have strong organizational, time management and commutation skills. Must possess basic computer skills including the ability to utilize Microsoft applications (Word, Excel, PowerPoint, Outlook, etc.), tablets and smartphones. Experience with Procore and SharePoint is a plus. May require knowledge of applications specific to the department assigned with a willingness to learn new programs as needed by the department. The selected candidate will have excellent communication skills. The new team member should be an energetic, self-motivated individual who enjoys a team environment, as well as a passion for collaboration and professional development.

Requirements

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.

What We Expect… (Essential Functions)

Provide daily administrative support to the site safety teams. Provide general information and administrative support, including special projects and initiatives, scheduling appointments, conferences, ordering supplies/equipment, and meetings. Participate in training and professional development activities. Conduct Safety orientations. Make badges; liaise with security.

• Review and update department budget and expenses.
• Prepare and assemble presentation materials.
• Aid in event planning and coordination.
• Handle all meeting logistics, including booking conference rooms, setting up IT, preparing/obtaining agendas, catering, and presentation materials.
• Cover any follow-up actions as needed.
• Attend meetings as directed to prepare agendas, take notes, and follow up on action items.
• Adapt to changing priorities and handle multiple tasks simultaneously.
• Ensure that the team’s area is organized and functional.
• Ensure timesheets are completed and turned in on time.
• Ensure expenses received are input into Concur accurately and timely.
• Schedule meetings with team members.
• Reads and routes incoming mail/e-mail.
• Limits attachments to appropriate files to be answered by Manager.
• Prepares drafts of written correspondence, meeting minutes, reports, and documents.
• Maintain confidentiality of day-to-day department activities.
• Aid in proofreading and assembling information for Safety Minutes, Lessons Learned, etc.
• Distribute to appropriate team members as required.

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.

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.