Administrative Assistant- Gray AES

Gray Architects & Engineers, LLC; Lexington (KY); On-site; USD 30,000 - 42,000; Full time

Job summary

Gray AES is seeking an Administrative Assistant for our Lexington, KY office to support daily operations and facilitate project workflow. The role requires strong communication, organization, and interdepartmental coordination to ensure efficient handling of correspondence, meetings, and travel arrangements.

The ideal candidate has an associate’s degree or 3+ years of relevant experience, proficient with Microsoft Office, and excellent written and verbal communication.

Qualifications

• Associate degree required or 3+ years of relevant experience.
• Experience in a professional services firm preferred.
• Proficient with Microsoft Office and business communication.
• Strong oral and written communication skills.
• Self-motivated team player with collaboration.

Responsibilities

• Copy correspondence and printed material, including drawings.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Support team needs for meeting minutes, document releases, RFI’s, etc. as requested.
• Participate in weekly studio meetings, design coordination meetings, and project kick-off meetings.
• Coordinate and distribute contracts and documentation.
• Greets scheduled visitors. Coordinates and arranges meetings, reserves and prepares conference rooms, including food and beverages, including vendor luncheons, and other departmental events.
• Arranges complex travel plans and itineraries, and compiles documents for travel-related meetings.
• Orders/maintains supplies. Issues purchase orders.
• Assists team members with archiving.
• Provides telephone back up for reception area as needed.
• Participates in workshops, meetings, and retreats as needed.
• Other duties as assigned.

Skills

Communication

Organizational skills

Team collaboration

Multitasking

Education

Associate degree

Tools

Microsoft Office

Job description

Overview

Gray AESis looking to add anAdministrative Assistantto theirLexington, KYoffice!

Responsibilities

Why 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 our core markets:Food & Beverage,Manufacturing,Automotive,Distribution,Mission Critical, andCommercial. 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 across the globe. Made up of multidisciplinary teams of architects, engineers, and project managers, these collaborative teams work every day to provide unique, customized solutions for our customers. It’s the spirit of our people – the passion, commitment, and a great team environment – that makes our company a great place to work.

“Personal growth precedes Gray’s growth.” – Stephen Gray, President & CEO, Gray, Inc.

Who we want...

• Applicable candidates should have an associate’s degree; OR 3 or more years relevant experience.


• Prior work in a professional services firm or similar setting is preferred.


• Candidate must have familiarity with Microsoft Office tools and products for normal business communication, presentation of information, and collaboration.


• The position will require coordinating across business professionals, candidates must possess excellent oral and written communication skills.


• The team member should be an energetic, self-motivated individual who 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

Qualifications

What we expect...

• Copies correspondence and other printed material, including drawings.


• Prepares outgoing mail and correspondence, including e-mail and faxes.


• Support team needs for meeting minutes, document releases, RFI’s, etc. as requested.


• 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.


• Coordinates and distributes contracts as outlined in our policy and process


• documentation.


• Greets scheduled visitors. Coordinates and arranges meetings, reserves and preparesconference rooms, including food and beverages, including vendor luncheons, and otherdepartmental events.


• Arranges complex and detailed travel plans and itineraries, and compiles documents for


• travel-related meetings.


• Orders/maintains supplies. Issues purchase orders.


• Assists team members with archiving.


• Provides telephone back up for reception area as needed.


• Participates in workshops, meetings, and retreats as needed.


• Other duties as assigned.

Visa Sponsorship: This role is not eligible for visa sponsorship.

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.

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