Executive Assistant & Project Coordination Specialist

Iteris, Inc.; Nashville (TN); On-site; USD 43,000 - 53,000; Full time

Benefits offered by this job

401(k)

PTO

Health insurance

Dental coverage

Vision coverage

Life insurance

Education assistance

Job summary

Iteris, Inc. in Nashville, TN is seeking an Executive Assistant to support day-to-day business matters, track deliverables, schedule meetings, and distribute meeting minutes under the Project Manager’s direction. The role emphasizes accuracy, organization, and proactive communication.

The ideal candidate has strong Microsoft Office skills, experience writing meeting minutes, and the ability to coordinate multiple tasks in a fast-paced environment, with attention to ISO-related standards.

Qualifications

• Two years' experience in a similar role or equivalent.
• Strong understanding of office principles including collaboration, teamwork, integrity, ethics, innovation, and accountability.
• High level of skill in the Microsoft Office suite.
• Proficient in office-related equipment.
• Ability to write meeting minutes and file materials per ISO 9001 or similar.

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 TDOT management informed of approaching due dates; follow-up emails after due dates.
• Receives deliverables from the Contractor, processes transmittals to the State, and distributes documents and reports for review and approval.
• Manages new TMC employee onboarding process for all TMCs.
• Monitors budget, accounting, and TMC time records.
• Establishes records management policies, retention, and storage formats; determines information management storage and retrieval systems.
• Member of the TMC marketing team and assists in coordination of materials, ads, and public outreach.
• Provides office supplies and production equipment; coordinates meeting room reservations and setup.
• Assists other TMC staff with administrative support and organizing materials.
• Files and distributes correspondence; coordinates building maintenance and janitorial services.
• Assists with scheduling meetings for TDOT TMC staff with internal and external stakeholders.
• Manages TMC meeting resources and distribution lists.
• Performs other tasks assigned by the State.

Skills

Meeting minutes

Microsoft Office

Communication skills

Time management

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

Iteris, Inc. in Nashville, TN is seeking an Executive Assistant to support day-to-day business matters, track deliverables, schedule meetings, and distribute meeting minutes under the Project Manager’s direction. The role emphasizes accuracy, organization, and proactive communication.

The ideal candidate has strong Microsoft Office skills, experience writing meeting minutes, and the ability to coordinate multiple tasks in a fast-paced environment, with attention to ISO-related standards.