Executive Assistant, TMC [Nashville, TN]

Iteris; Nashville (TN); On-site; USD 43,000 - 52,000; Full time

Benefits offered by this job

401(k) with immediate matching

Generous PTO benefits

Medical, dental, and vision coverage

Life insurance

Education assistance program

Disability coverage

Medical reimbursement plans

Job summary

Iteris, Inc. seeks an Executive Assistant to support the Nashville, TN office under the Project Manager. Duties include tracking contract deliverables, scheduling meetings, distributing meeting minutes, and handling various administrative tasks.

Responsibilities extend to onboarding new TMC staff, monitoring budgets and time records, and coordinating document management and records retention. The role also supports marketing activities and meeting room coordination within the TDOT program.

Qualifications

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

Responsibilities

• Coordinate administrative support functions for the TMC and implement document workflows.
• Track contract deliverables and update TDOT management on due dates.
• Distribute deliverables to TDOT and Contractor for review and approval.
• Manage onboarding for new TMC employees and monitor budgets/time records.
• Set up record formats and storage methods; manage information retention and retrieval.

Skills

Two years experience

MS Office proficiency

Interpersonal skills

Written communication

Education

High school diploma or equivalent

Tools

Microsoft Office

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.

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 Affirmative Action and Equal Employment Opportunity (EEO) employer. We do not discriminate on the basis of age, race, gender identity and expression, color, sexual orientation, marital status, pregnancy or related conditions (including breastfeeding), national origin/ancestry, religion, military/veteran status, genetic information, citizenship status or any other characteristic and group protected by applicable law. Iteris, Inc. complies with the Americans with Disabilities Act to ensure equal access to all qualified individuals with a physical or mental disability. 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.