Administrative Assistant- Gray AES

Gray Architects & Engineers•Lexington, KY

1d•Onsite

About The Position

Gray AES is looking to add an Administrative Assistant to their Lexington, KY office! 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, 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 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.

Requirements

Associate’s degree; OR 3 or more years relevant experience.
Familiarity with Microsoft Office tools and products for normal business communication, presentation of information, and collaboration.
Excellent oral and written communication skills.
Energetic, self-motivated individual who enjoys a team environment, as well as a passion for collaboration and professional development.

Nice To Haves

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

Responsibilities

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 prepares conference rooms, including food and beverages, including vendor luncheons, and other departmental 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.