We are seeking an experienced Executive Assistant in our Lexington, Kentucky office.  

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.

What we expect… (Essential Functions)

• 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.
• Receive and screen telephone calls and emails. Prepares and drafts responses for the review and approval of the responder.
• Act as the point of contact between executives and internal/external customers.
• Create and maintain database and spreadsheet files.
• Assist in the preparation of corporate policies
• Compile, prepare, and maintain informational and statistical reports.
• Support leadership as needed in preparing for speaking engagements or other internal or external meetings conducting research and preparing materials for other similar tasks. Proficient in PowerPoint.
• Research, prioritize and follow up on issues and concerns addressed to the executives, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• Independently answers questions and directs inquiries to appropriate personnel on behalf of manager.
• Facilitate the exchange of information between internal teams, customers, and business partners in a professional and tactful manner.
• Prepare confidential correspondence, reports and documents. Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with team members and customers
• Handle all meeting logistics, including booking conference rooms, setting up technology, 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, meetings and retreats.
• Other duties may be assigned.

Who we want… (Requirements)

A bachelor’s degree from a 4-year college or university plus years of related or minimum of 10 years’ experience in an executive assistant role supporting c-level executives; or an equivalent level of experience and education. Must be proficient in Microsoft Office Suite, Outlook, Adobe Suite 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.

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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