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

Paid-Time-Off benefits

Comprehensive medical coverage

Life insurance

Education assistance

Job summary

Iteris, Inc. in Nashville, TN is seeking an Executive Assistant to support the Project Manager, track deliverables, schedule meetings, and produce meeting minutes. The role emphasizes proactive communication to keep the contract on track and ensure timely updates to TDOT management.

You will also handle onboarding, budgeting, and records management, while supporting the TMC marketing team and office operations. Experience with MS Office and strong organizational skills are required.

Qualifications

• Two years of experience in an executive assistant role or similar.
• Strong Microsoft Office skills and ability to take meeting minutes.
• Familiarity with ISO 9001 standards or similar quality frameworks.

Responsibilities

• Coordinate administrative support functions for the TMC and implement office policies.
• Track contract deliverables and inform management of due dates; follow up after due dates.
• Process and distribute deliverables to TDOT management; coordinate feedback and final versions.
• Manage onboarding for new TMC employees and monitor budgets and time records.
• Handle document development, retention, and records management; coordinate meeting room setups.
• Support TDOT TMC staff with scheduling, meeting coordination, and materials organization.

Skills

Microsoft Office

Meeting minutes

Communication skills

Organizational skills

Interpersonal skills

Job description

Job Description

Iteris is seeking anExecutive 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 atwww.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 atwww.almaviva.it .

Iteris, Inc . is an Affirmp