Legal and Operations Administrative Assistant providing key support to the Operations Leader and General Counsel. Involved in legal documentation, contract administration, and administrative functions.
About the role
- Administrative Assistant providing administrative support to site safety teams at Gray Construction. Handling communications, scheduling, and documentation in a construction setting.
Responsibilities
- 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.
Requirements
- A high school diploma or general education degree (GED); or minimum five years related experience and/or training.
- Experience in safety, construction or engineering firm is highly preferred.
- Team member must have strong organizational, time management and communication 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.
- The new team member should be an energetic, self-motivated individual who enjoys a team environment, as well as a passion for collaboration and professional development.
Benefits
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- EEO Disclaimer: Gray is proud to be an Equal Opportunity Employer and welcomes everyone to apply.
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
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