What are the responsibilities and job description for the Administrative Assistant- Safety position at 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 , 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.
