Executive Assistant, TMC [Nashville, TN]

Iteris•Nashville, TN

1d•$31 - $39•Onsite

About The Position

Iteris is seeking an Executive Assistant to work out of the Nashville, TN office. Under the general direction of the Project Manager, support day-to-day business matters including, tracking all deliverables of this Contract, scheduling meetings, distribution all meeting minutes, and other tasks as assigned by the Project Manager.

Requirements

Two (2) years’ experience in a position of similar requirements or equivalent
Very good understanding of office principles, such as collaboration, teamwork, integrity, ethics, innovation, and accountability
High level of skill in the use of the Microsoft Office suite
Proficient in all office-related equipment
Ability to write meeting minutes and file all materials based on ISO 9001 standards or similar
Good interpersonal skills
Ability to clearly communicate information regarding the TDOT TMC Program and TMC to all tours and visitors
Ability to coordinate real-time activities and priorities

Responsibilities

Coordinates and directs administrative support functions for the TMC and implements policies and procedures for the production of documents, workflow, filing, ordering of supplies, records maintenance, and other clerical services
Tracks deliverables in this Contract and keeps the Contractor and TDOT management informed of approaching due dates on these deliverables. The Contractor shall ensure that the workday following each deliverable due date, the Executive Assistant follows up with an email to the TDOT management staff and the Contractor’s Project Manager on the status of the deliverables
Receives deliverables from the Contractor, processing transmittal to the State, and distributing the deliverable documents and reports to the TDOT management staff via email and/or hard copy for review and approval. When TDOT management has comments or questions, the Contractor shall ensure that Contractor Executive Assistant transmits them to the Contractor via email and follow up with the transmittal of the final version of the deliverable
Manages new TMC employee onboarding process for all TMCs
Monitors budget, accounting, and TMC time records
Establishes policies and procedures for document development, retention, and disposition, and determines the records identification system for information management storage and retrieval
Determines and establishes record formats and storage methods and confers with management regarding record management needs
Is a member of the TMC marketing team and assists in all coordination of activities to include the production of materials, advertisements, and public outreach
Provides all office supplies, to include consumables and non-consumable products, and all production equipment and supplies
Coordinates with other agencies for all meeting room reservations and assures that the proper setup of all meeting rooms meets the needs of the group using the rooms
Assists other TMC personnel with administrative support, including but not limited to photocopying and scanning, and organizing materials
Files and distributes correspondence
Coordinates TMC building maintenance and repairs with the State
Coordinates TMC building janitorial services with the State
Assists with the scheduling of meetings for all TDOT TMC-related staff with internal and external stakeholders as needed
Manages TMC meeting resources, such as conference rooms
Manages distribution lists and ensures appropriate personnel are added/removed
Performs all other tasks assigned by the State