Executive Assistant - Traffic Operations

WSP•Brentwood, TN

11h•Onsite

About The Position

This role will support the traffic operations team and will sit out of Nashville, TN. The Executive Assistant will report to the Project Manager and work from the client office in Nashville. The Executive Assistance responsibilities include supporting day-to-day business matters and tracking all contract deliverables. This position also includes distributing all meeting minutes and overseeing front desk operations. Further, this position is responsible for supporting the client with purchases and tracking warranties, licenses, subscriptions, renewals etc. Additional specific responsibilities include coordinating and directing administrative support functions and implementing policies and procedures for production of documents, workflow, filing, ordering supplies, records, and other clerical services; tracking contract deliverables and keeping leadership informed of approaching due dates; gathering deliverables and processing transmittals to the client and distributing deliverable documents and reports for review and approval; managing new employee onboarding processes; coordinating the procurement of all office supplies and services, including consumable and non-consumable products, and all production equipment and supplies; coordinating meeting room reservations and assuring proper setup; assisting other client support staff with photocopying and scanning, organizing materials, etc.; answering and directing telephone calls; acknowledging and coordinating public information inquiries; assisting with the scheduling of meetings; managing facility resources, such as conference rooms; and managing distribution lists.

Requirements

3+ years of experience in a position of similar requirements or equivalent.
Very good understanding of principles of office operations.
High level of skill in the use of Windows Office suite.
Proficient in all office-related equipment.
Ability to coordinate real-time activities and priorities.

Nice To Haves

Ability to write meeting minutes and file all materials based on ISO 9001 standards or similar.
Ability to conduct client facility tours for visitors.

Responsibilities

Coordinate and direct administrative support functions and implementing policies and procedures for production of documents, workflow, filing, ordering supplies, records, and other clerical services.
Track contract deliverables and keeping leadership informed of approaching due dates on these deliverables.
Gather deliverables and process transmittals to the client and distribute the deliverable documents and reports for review and approval.
Manage new employee onboarding processes for all employees.
Coordinate the procurement of all office supplies and services, including consumable and non-consumable products, and all production equipment and supplies.
Coordinate meeting room reservations and assure that the proper setup of all meeting rooms meets the needs of the group using the rooms.
Assists other client support staff with photocopying and scanning, organizing materials, etc.
Answer and directs telephone calls to the client facility.
Acknowledge and coordinate public information inquiries.
Assist with the scheduling of meetings for staff with internal and external stakeholders as needed.
Manage facility resources, such as conference rooms.
Manage distribution lists and ensure appropriate personnel are added/removed.
Write meeting minutes and file all materials based on ISO 9001 standards or similar.
Conducting client facility tours for visitors.