Gray ยท 4 days ago
Executive Assistant
Franklin, TN
Full-time
Onsite
Senior Level
5+ years expGray is a fully integrated, global service provider specializing in engineering, design, and construction. They are seeking an Executive Assistant to provide high-level administrative support to the Executive Leadership Team, managing schedules, travel, and communications while enhancing organizational efficiency.
Construction
No H1B
Responsibilities
Provide complete administrative support to executives, ensuring strict confidentiality in all matters
Anticipate executive needs and independently resolve scheduling conflicts, prioritize meetings, and determine appropriate responses for incoming matters
Manage email for designated leadership, including drafting replies for approval, providing scheduled email updates, and redistributing messages as needed
Coordinate and facilitate communication between executives, shareholders, internal departments, and external partners, using appropriate channels and levels of engagement
Reply to and guide phone calls, screening and directing inquiries professionally
Oversee calendar management for executives, scheduling and coordinating meetings and events
Plan and coordinate complex travel arrangements, including flights, transportation, hotels and maintaining airplane charter service statements
Schedule and coordinate meetings, including preparation for in-office and off-site sessions
Arrange meals (breakfast, lunch, dinner) for meetings and events
Take accurate meeting minutes and track follow-up items to ensure alignment with executive direction
Support office visitors with logistics such as accommodations and dining
Manage and oversee executive office operations, developing, and maintaining administrative procedures to improve workflow and efficiency
Order office supplies upon approval and maintain records and files
Compile and submit Concur expense reports for executives by the 8th of each month
Draft, review, and prepare correspondence, reports, and presentations for executive or board review, ensuring accuracy, and alignment with organizational priorities
Produce reports and presentations as needed and maintain documentation standards
Conduct research and analyze information to support executive decision-making on strategic and operational initiatives
Represent the executive office in meetings or project discussions as delegated
Manage Monday.com Executive Management board for tasks and due-outs, providing daily updates to confirm nothing is missed
Participate in or lead special projects and administrative initiatives that impact company operations or executive effectiveness
Perform other duties as assigned
Qualification
Required
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
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
Company
Gray
Gray is a family-owned, fully integrated design-builder specializing in engineering, architecture, construction, digital & automation, specialty equipment manufacturing, and real estate services.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Brian Jones
President & CEO, Gray Construction
Stephen Gray
President & CEO, Gray, Inc.
Company data provided by crunchbase