Executive Assistant

Overview

Provides high-level admin support to executives, handling schedules, travel, communications and project coordination.

Key Responsibilities

• calendar management
• travel coordination
• expense reporting
• document prep
• monday.com
• research analysis

Tasks

The Executive Administrative Assistant provides high-level administrative support to the Executive Leadership Team, exercising independent judgment and discretion in managing priorities and sensitive information. This role oversees scheduling, travel, communications, expense management, and meeting preparation while coordinating special projects that impact executive decision-making and business operations. The position also supports the development and maintenance of standard operating procedures and administrative processes to enhance organizational efficiency and effectiveness. -Draft, review, and prepare correspondence, reports, and presentations for executive or board review, ensuring accuracy, and alignment with organizational priorities. -Plan and coordinate complex travel arrangements, including flights, transportation, hotels and maintaining airplane charter service statements. -Take accurate meeting minutes and track follow-up items to ensure alignment with executive direction. -Represent the executive office in meetings or project discussions as delegated. -Manage email for designated leadership, including drafting replies for approval, providing scheduled email updates, and redistributing messages as needed. -Schedule and coordinate meetings, including preparation for in-office and off-site sessions. -Compile and submit Concur expense reports for executives by the 8th of each month. -Produce reports and presentations as needed and maintain documentation standards. -Reply to and guide phone calls, screening and directing inquiries professionally. -Support office visitors with logistics such as accommodations and dining. -Oversee calendar management for executives, scheduling and coordinating meetings and events. -Coordinate and facilitate communication between executives, shareholders, internal departments, and external partners, using appropriate channels and levels of engagement. -Manage Monday.com Executive Management board for tasks and due-outs, providing daily updates to confirm nothing is missed. -Arrange meals (breakfast, lunch, dinner) for meetings and events. -Order office supplies upon approval and maintain records and files. -Provide complete administrative support to executives, ensuring strict confidentiality in all matters. -Conduct research and analyze information to support executive decision-making on strategic and operational initiatives. -Anticipate executive needs and independently resolve scheduling conflicts, prioritize meetings, and determine appropriate responses for incoming matters. -Participate in or lead special projects and administrative initiatives that impact company operations or executive effectiveness. -Manage and oversee executive office operations, developing, and maintaining administrative procedures to improve workflow and efficiency.

Requirements

• microsoft office
• bluebeam
• communication
• bachelor's
• executive support
• 5 years

What You Bring

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. -Advanced proficiency in Microsoft Office Suite, Outlook, and Bluebeam, with the ability to leverage technology to streamline executive operations and reporting. -Exceptional written, verbal, and visual communication skills, with the ability to synthesize complex information and prepare executive-ready summaries, reports, and presentations. -Bachelor’s degree from a four-year college or university plus a minimum of five (5) years of experience providing high-level executive support, or an equivalent combination of education and experience demonstrating the ability to exercise discretion and independent judgment.

People Also Searched For

About Gray

-Evolved into a global powerhouse blending engineering, architecture, construction, and equipment services into cohesive solutions. -From tobacco barns to mega-projects, the company’s rise reflects its knack for pivoting—absorbing design-build, automation, and digital services under one roof. -Gray engineers complex facilities—semiconductor fabs, advanced battery plants, food and beverage processing sites, data centers, and distribution hubs—by integrating systems early for agile design and execution. -Their projects range from carbon-neutral distilleries and bourbon mash-houses to Amazon logistics centers, Mercedes-Benz assembly lines, Qcells battery parks, and Kraft Heinz plants. -A tapestry of sister brands—Gray AES, Gray Solutions, InLine Engineers, Anderson Dahlen, AD Process Equipment, and NexGen—gives the company depth in automation, specialty fabrication, and real estate. -Unique among general contractors, Gray builds its own process equipment and embeds engineering teams on projects, enabling mid-stream design pivots and tightly coordinated execution. -The company’s blend of family culture, integrated services, and global reach makes it both nimble and reliable on projects that demand innovation and scale.

Sector Specialisms