Executive Assistant, TMC [Nashville, TN]

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 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.

What You Will Be Doing

• 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

What You Need To Be Successful In This Role

• 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

Iteris anticipates paying an hourly rate between $31.25 to $38.50 for this role. Actual pay offered may be below or above these amounts, depending on the individual's job-related knowledge, skills, and experience.

executiveassistant

What's In It For You

• 401(k) with immediate matching and no vesting period
• Generous Paid-Time-Off [PTO] benefits
• Comprehensive medical, dental, and vision coverage
• Life insurance
• Medical reimbursement plans
• Disability coverage
• Education assistance program

Iteris, Inc. is a provider of smart mobility infrastructure management solutions and part of the Almaviva Group businesses serving the transportation and logistics industry. Iteris' cloud-enabled solutions help public transportation agencies, municipalities, commercial entities, and other transportation infrastructure providers monitor, visualize, and optimize mobility infrastructure to make mobility safe, efficient, and sustainable. As a pioneer in intelligent transportation systems technology, Iteris' advanced detection sensors, mobility and traffic data, software-as-a-service offerings, and consulting services represent a comprehensive range of mobility infrastructure management solutions that serve customers in the United States and internationally. For more information, visit Iteris' website at www.iteris.com.

The Almaviva Group designs, implements, and manages advanced technological solutions and systems and related logistics structures for companies and public administrations operating in a variety of sectors, including, but not limited to, transport, logistics, agriculture, digital health, defense and security, energy, utilities, financial services, industry, telecommunications, and media. For more information, visit Almaviva's website at www.almaviva.it.

Iteris, Inc. is an Aff… This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. A valid driver's license may be required based on essential duties.