Administrative Assistant- Safety

Overview

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, Data Centers, Distribution, and Advanced Technology.

• Provide daily administrative support to the site safety teams.
• Provide general information and administrative support, including special projects and initiatives, scheduling appointments, conferences, ordering supplies/equipment, and meetings.
• Participate in training and professional development activities.
• Conduct Safety orientations.
• Make badges; liaise with security
• Review and update department budget and expenses.
• 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.
• Attend meetings as directed to prepare agendas, take notes, and follow up on action items.
• Adapt to changing priorities and handle multiple tasks simultaneously.
• Ensure that the team’s area is organized and functional.
• Ensure timesheets are completed and turned in on time.
• Ensure expenses received are input into Concur accurately and timely.
• Schedule meetings with team members.
• Reads and routes incoming mail/e-mail. Locates and attaches appropriate file to correspondence to be answered by Manager.
• Prepares drafts of written correspondence, meeting minutes, reports, and documents. Maintains confidentiality of day-to-day department activities.
• Assist in proofreading and assembling information for Safety Minutes, Lessons Learned, etc. Distribute to appropriate team members as required.
• Other duties may be assigned.

• An Associates Degree and minimum of 2-3 years related experience and/or training; or equivalent combination of education and experience.
• Experience in safety, construction or engineering firm is highly preferred.
• Team member must have strong organizational, time management and commutation skills.
• Must possess basic computer skills including the ability to utilize Microsoft applications (Word, Excel, PowerPoint, Outlook, etc.), tablets and smartphones. Experience with Procore and SharePoint is a plus.
• May require knowledge of applications specific to the department assigned with a willingness to learn new programs as needed by the department.
• The selected candidate will have excellent communication skills.