Administrative Assistant – Professional Services, Lexington

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

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.