Executive Assistant, Traffic Management Center Operations

GFT. • Nashville, TN

1d • $40 - $45 • Hybrid

About The Position

GFT is seeking an experienced Executive Assistant to lead an anticipated statewide Traffic Management Center (TMC) Operations contract supporting the Tennessee Department of Transportation (TDOT). This is an exciting opportunity to join a growing team delivering real-time transportation operations that help keep Tennessee's roadways safe, efficient, and reliable. Working alongside TDOT and transportation professionals across the state, you'll help advance Transportation Systems Management and Operations (TSMO) through traffic operations, incident management, traveler information, and innovative operational strategies. As the Executive Assistant, you will serve as a trusted partner to GFT and TDOT program leadership, providing executive-level administrative and program coordination support for a statewide Traffic Management Center Operations Program. Your ability to anticipate needs, coordinate competing priorities, maintain organized documentation, and communicate effectively across multiple teams will help keep the program running efficiently and successfully. This role is ideal for a highly organized professional who enjoys supporting leadership, managing multiple priorities, and contributing to meaningful work that improves transportation safety and mobility throughout Tennessee.

Requirements

• Minimum of two (2) years of experience providing executive, administrative, project coordination, or office management support in a professional business environment.
• Demonstrated experience supporting multiple managers or project teams while managing competing priorities and deadlines.
• Advanced proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
• Strong organizational skills with exceptional attention to detail and the ability to maintain accurate project documentation.
• Experience preparing meeting minutes, reports, correspondence, presentations, and other business documents.
• Knowledge of document control, records management, and administrative best practices.
• Excellent written and verbal communication skills with the ability to interact professionally with executives, clients, and project staff.
• Strong interpersonal skills and a collaborative approach to supporting high-performing teams.
• Ability to manage confidential information with professionalism and discretion.
• Ability to prioritize work independently while maintaining flexibility in a dynamic project environment.

Nice To Haves

• Experience supporting transportation, engineering, construction, public sector, or infrastructure programs.
• Experience with project coordination, contract administration, document control, or quality management systems.
• Experience supporting geographically dispersed teams or statewide programs.
• Familiarity with Microsoft SharePoint, electronic document management systems, or collaborative project management tools.
• Experience supporting executive leadership within consulting, engineering, or government organizations.

Responsibilities

• Support executive and program leadership by coordinating the administrative activities that enable successful delivery of a statewide transportation operations program.
• Build strong working relationships with GFT leadership, TDOT staff, and project team members while serving as a trusted resource for program coordination.
• Maintain organized project documentation and administrative processes that support efficient contract administration.
• Coordinate meetings, communications, onboarding activities, and document management across geographically dispersed project teams.
• Help ensure program deliverables, reports, and administrative requirements are completed accurately and on schedule.
• Contribute to a collaborative, customer-focused team environment dedicated to operational excellence.
• Provide executive-level administrative support to GFT program leadership and the TDOT Traffic Management Center Operations team.
• Coordinate calendars, meetings, conference calls, meeting logistics, and meeting materials for project leadership.
• Prepare meeting agendas, record meeting minutes, track action items, and support follow-up activities.
• Receive, process, distribute, file, and maintain project correspondence, reports, deliverables, and other program documentation.
• Track contract deliverables and administrative milestones while helping ensure timely completion of required submissions.
• Coordinate onboarding activities for new Traffic Management Center employees, including documentation, scheduling, and administrative support.
• Maintain project records in accordance with document control procedures and established records management practices.
• Support preparation of monthly reports, budget documentation, time records, invoices, and other administrative deliverables.
• Coordinate office operations, supplies, meeting facilities, equipment, and administrative resources supporting the program.
• Assist with preparation of presentations, recruitment materials, training documentation, outreach materials, and internal communications.
• Support quality management activities by maintaining organized records and assisting with documentation required for contract compliance.
• Perform additional administrative and program coordination duties in support of successful contract delivery.

Benefits

• Hybrid (in-person and remote) work environment.
• Comprehensive benefits package including wellness programs, parental leave, and pet insurance, in addition to medical, dental, vision, disability, and life insurance.
• Tax-deferred 401(k) savings plan.
• Competitive paid-time-off (PTO) accrual.
• Tuition reimbursement for continued education.
• Commitment to professional development, access to internal and external training programs, and support of active participation in professional organizations
• Incentive compensation for eligible positions.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed