Administrative Assistant

Overview

Why Gray?

Gray is a fully integrated, global service provider deeply rooted in engineering, design, and construction, along with smart manufacturing and equipment manufacturing services. Consistently ranked as a leader in the industry, we focus on the following markets for domestic and international customers: Food & Beverage, Manufacturing, Automotive, Distribution, Mission Critical, and Commercial.

Founded in 1960, Gray's robust offering enables us to create one-of-a-kind solutions at the highest levels of customization, delivering unmatched precision and partnership to some of the world's most sophisticated organizations. Still, these areas don't define Gray-our people do. Passion, commitment, and a great team spirit all speak to the team members at Gray.

Who we want… (Requirements)

The successful candidate will have bachelor's degree or four (4) years of experience in an administrative position(s); or the equivalent combination both. Experience in construction or engineering firm is highly preferred. Must possess basic computer skills including the ability to utilize word processing, spreadsheets, Power Point, software, and e-mail. Experience with SharePoint is a plus. The selected candidate will have excellent communication skills. Must be physically present in the Fullerton, CA office.

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. If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then Gray is the place for you.

What we expect… (Essential Functions)

Under the direction of the Vice President or his designee, this position will provide administrative support to the construction group, by performing the following duties:

• Reads and routes incoming mail/e-mail. Locates and attaches appropriate file to correspondence to be answered by Vice President.

• Meet time sensitive deadlines with accuracy while maintaining a high degree of customer service.

• Participate in the pool of candidates for receptionist backup.

• Provide general information and administrative support including scheduling meetings, maintaining, and coordinating calendars, booking travel and lodging, processing expenses, creating agenda and itineraries, and assisting with other needs of executives and board members, compile relevant documents, reports, and presentations for meetings to ensure executive preparedness.

• Independently answers questions and directs inquiries to appropriate personnel on behalf of manager.

• Prepare confidential correspondence, reports, and documents. Maintain professionalism and strict confidentiality with all materials.

• Handle all meeting logistics, including booking conference rooms, setting up IT, preparing agendas and presentation materials. Coordinate any follow-up actions as needed.

• Attend leadership meetings as needed to prepare agendas, take notes and follow-up on action items. Participate in Administrative Assistant workshops and retreats.

• Works closely with the Gray Leadership Team and coordinates activities and team-building events with the Advanced Technology Team.

• Build strong relationships with all team members of the Advanced Technology Team.

• Support Market Leader and Business Unit Leaders (BULs) in internal initiatives, ensuring team involvement.

• Update Advanced Technology team members resumes, ensuring template consistency in collaboration with marketing.

• Create spotlight slides for each team member, with plans to expand as the team grows, continue maintaining and organizing folder structures to promote overall organization.

• Organize the next market strategy meeting and market cycle agenda and department retreat.

• Collaborate with Marketing and Business Development for trade show and conference opportunities for the Advanced Technology Team.

• Support BULs and PXs during proposal phase, including updating resumes. Work with Proposal Manager and Business Development to develop a proposal library for past and future proposals.

• Monitor social media and alert Market Leaders to repost specific contact related to Advanced Technology.

• Create and maintain a customer list for holiday gifts.

• Create and maintain project milestone dates as week as key events (i.e. safety lunches, steel topping etc.…)

• Maintain a list of Gray Construction hotel rates.

• Champion team engagement initiatives

• Other duties may be assigned.

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.

The wage range for this role takes into account a wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; certifications; as well as other business and organizational needs. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled. It is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is $40K to 70K annually.