Gray Construction is seeking a Senior Administrative Assistant to join their Data Center team in Dallas, TX.

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, Advanced Technology, 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.

What we expect… (Essential Functions)

• The primary function of this role is to support the VP, Data Centers and the rest of the market team.
• Provide general information and administrative support, including special projects and initiatives, scheduling appointments, conferences, trade shows, ordering supplies and equipment, and meetings.
• Manage, update, maintain, and coordinate calendars. Handle scheduling conflicts and provide alternative solutions.
• Handle all travel logistics including but not limited to booking travel, lodging, transportation, processing expenses, obtaining and creating an agenda, and developing any necessary travel itineraries on time.
• Participate in training and professional development activities.
• Coordinate and manage the team's workflow and deadlines. Track progress and follow-up on items delegated and ensure timely completion.
• Receive and screen telephone calls. Manage e-mails and respond to inquiries. Receive and review incoming mail.
• Respond to all communication in a timely manner.
• Review and update department budget and expenses.
• Act as the point of contact between executives and team members, customers, and partners.
• Create and maintain any necessary databases, contact lists, and spreadsheet files to support the team.
• Compile, prepare, and maintain memos, e-mails, informational and statistical reports, and communication materials.
• Support leadership as needed in preparing for speaking engagements or other internal or external meetings conducting research and preparing materials for other similar tasks.
• Research, prioritize, and follow up on issues and concerns addressed to the executives, including those sensitive or confidential. Determine the appropriate course of action, referral, or response.
• Independently answer questions and direct inquiries to appropriate personnel on behalf of the VP, Data Centers.
• Facilitate the exchange of information between internal teams, customers, and business partners professionally and tactfully.
• Prepare and review confidential correspondence, letters, reports, presentations, print and electronic documents. Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with team members and customers.
• Prepare and assemble presentation materials.
• Assist with event planning and coordination.
• Handle all meeting logistics, including booking conference rooms, setting up IT, preparing/obtaining agendas, catering, and presentation materials. Coordinate any follow-up actions as needed.
• Adapt to changing priorities and handle multiple tasks simultaneously.
• Ensure that the team’s area is organized and functional.
• Provide support in preparing for webinars and online events.
• Participate in Executive Assistant workshops, meetings, and retreats. Act as a liaison with other department support teams, including EAs/AAs.
• Continuously look for ways to improve processes and make the team's job easier.
• Ensure timesheets are completed and turned in on time.
• Ensure expenses received are input into Concur accurately and timely.
• Receive, assemble, and format strategic project review documents as needed.
• Schedule meetings with team members.
• Supporting a Caring Culture and Gray’s People
• Assist in supporting and coordinating the philanthropy contribution.
• Receive and review incoming mail.
• Other duties may be assigned.

Who we want… (Requirements)

A bachelor’s degree from a 4-year college or university plus years of related a minimum of 5 years’ experience in an Administrative Assistant role supporting a VP and large teams; or an equivalent level of experience and education. Must be proficient in Microsoft Office Suite, Outlook, Adobe Suite, PowerPoint knowledge, and scheduling applications.  Superb written, visual, and verbal communication skills, with an ability to quickly summarize information required.

The new team member should be an energetic, self-motivated individual who does not mind working independently, but also 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.

The requirements listed above are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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.