Administrative Assistant- Gray AES

Gray is a family-owned, fully integrated global service provider specializing in engineering, design, construction, digital, equipment manufacturing, and real estate services. Deeply rooted in EAC services, Gray serves both domestic and international customers across core markets: Food & Beverage, Manufacturing, Automotive, Distribution, Mission Critical, and Commercial. At Gray, our purpose is to make a positive difference in people's lives and build a better future.

Gray AES, the professional services arm of Gray, is a top-ranked firm offering architecture, engineering, and automation services globally. Made up of multidisciplinary teams of architects, engineers, and project managers, these collaborative teams work every day to provide unique, customized solutions for customers.

About the Role

Applicable candidates should have an associate’s degree or 3+ years of relevant experience. Prior work in a professional services firm or similar setting is preferred. Candidates must be familiar with Microsoft Office tools for business communication, presentation, and collaboration, and possess excellent oral and written communication skills. The ideal team member is energetic, self-motivated, enjoys a team environment, and has a passion for collaboration and professional development.

Responsibilities

• Copy correspondence and other printed material, including drawings.
• Prepare outgoing mail and correspondence, including email and faxes.
• Support team needs for meeting minutes, document releases, RFIs, etc.
• Participate in weekly studio meetings, design coordination meetings, and project kick-off meetings as requested.
• Ensure transcriptions meet internal standards and support the maintenance of our internal standards library.
• Coordinate and distribute contracts as outlined in policy and process documentation.
• Greet scheduled visitors.
• Coordinate and arrange meetings, reserve and prepare conference rooms, including food and beverages, vendor luncheons, and other departmental events.
• Arrange complex and detailed travel plans and itineraries, and compile documents for travel-related meetings.
• Order and maintain supplies.
• Issue purchase orders.
• Assist team members with archiving.
• Provide telephone backup for the reception area as needed.
• Participate in workshops, meetings, and retreats as needed.
• Other duties as assigned.

Requirements

• Associate’s degree or 3+ years of relevant experience.
• Familiarity with Microsoft Office tools for business communication, presentation, and collaboration.
• Excellent oral and written communication skills.
• Self-motivated, energetic, and enjoys a team environment.
• Passion for collaboration and professional development.

Physical Demands & Work Environment

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

• Frequently required to stand, walk, sit, use hands, reach with hands or arms, talk, or hear.
• Occasionally 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, a normal office environment where noise level is moderate and temperature/humidity is controlled.
• Overtime may be required.

This position has no supervisory responsibilities. Visa sponsorship is not available for this role.