Overview
Gray Construction is seeking an Administrative Assistant to join the Advanced Technology team in Fullerton, CA.
Who We Want… (Requirements)
- Bachelor's degree or four (4) years of experience in an administrative position, or the equivalent combination.
- Experience in a construction or engineering firm is highly preferred.
- Must possess basic computer skills including word processing, spreadsheets, PowerPoint, software applications, and email; experience with SharePoint is a plus.
- Excellent communication skills.
- Must be physically present in the Fullerton, CA office.
- Visa Sponsorship: This role is not eligible for visa sponsorship.
What We Expect… (Essential Functions)
- Under the direction of the Vice President or designee, provide administrative support to the construction group and perform duties as listed.
- Read and route incoming mail/email; attach appropriate files to correspondence for the Vice President.
- Meet time-sensitive deadlines with accuracy while maintaining a high level 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 agendas 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 answer questions and direct inquiries to appropriate personnel on behalf of the manager.
- Prepare confidential correspondence, reports, and documents; maintain professionalism and confidentiality with all materials.
- Handle all meeting logistics, including booking conference rooms, setting up IT, preparing agendas and presentation materials; coordinate 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.
- Work closely with Gray Leadership Team and coordinate 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 and maintain/expand folder structures to promote organization.
- Organize the next market strategy meeting, 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 the 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 content related to Advanced Technology.
- Create and maintain a customer list for holiday gifts.
- Create and maintain project milestone dates as well as key events (e.g., safety lunches, steel topping).
- 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.
Compensation
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 $23.71 to $32.20 hourly.
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