Executive Assistant

NexGen is looking to add an Executive Assistant to their teamin Franklin, TN!Why NexGen?NexGen Contracting, the self-perform arm of Gray, is based in Franklin, TN, and specializes in executing turnkey project scopes, including concrete, steel, millwright, and finishes. NexGen is fully integrated with Gray Construction and serves as a preferred subcontractor. The NexGen team is made of career, trade-specific professionals and core craftsmen with decades of experience who are dedicated to meeting our customers’ unique needs. NexGen offers a wide range of self-perform services, which include supervision, administration, craft labor, materials, tools, documentation, consumables, and safety devices to successfully carry projects from start to finish.Why 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, Automotive, Distribution, Mission Critical, and Commercial.Founded in 1960, Gray’s robust offering enables us to create one-of-a-kind solutions at the highest levels of customization, delivering unmatched precision and partnership to some of the world’s most sophisticated organizations. Still, these areas don’t define Gray—our people do. Passion, commitment, and a great team spirit all speak to the team members at Gray.Position SummaryThe Executive Administrative Assistant provides high-level administrative support to the Executive Leadership Team, exercising independent judgment and discretion in managing priorities and sensitive information. This role oversees scheduling, travel, communications, expense management, and meeting preparation while coordinating special projects that impact executive decision-making and business operations. The position also supports the development and maintenance of standard operating procedures and administrative processes to enhance organizational efficiency and effectiveness.Who we want… (Requirements)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.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. If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then Gray is the place for you.The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.What we expect… (Essential Functions)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.Physical Demands & Work EnvironmentThe 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 ResponsibilitiesThis position has no supervisory responsibilities.EEO DisclaimerGray 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.

Created: 2025-11-24