Executive Assistant

Transportation Research Center, Inc. • East Liberty, OH • 3d ago

Purpose

The Executive Assistant will be a supportive force who empowers leadership and the entire organization. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, performing administrative duties, and providing support to leaders. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Essential Functions***

Execute the duties of Executive Assistant and Sr. Executive administrative duties and responsibilities for the President & CEO by acting as a point of contact, proxy, and information funnel/filter internally and externally for the President & CEO while representing the President & CEO's point of view

Ensure the President & CEO is appropriately prepared for all activities such as Leadership meetings, Board meetings, budgeting processes and others as determined by the President & CEO as well as attend to ensure proper follow up

Align priorities based on anticipated needs of the President & CEO

Collaborate with leadership on organizational efforts and responsibilities such as town hall meetings, quarterly board reviews, etc.

Maintain leadership focus on stakeholder requirements and strategic priorities

Communicate team status, task accomplishments, and direction

Assist in preparing and managing presentations

High quality, efficient and cohesive operation of The President's Office and more broadly, the organization at large

Meet the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties

*TRC Inc. is an equal employment opportunity employer and is willing to make a change or adjustment to a job or work environment that allows a qualified individual with a disability to satisfactorily perform the essential functions of a particular job.

**Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

Other Duties and Responsibilities (Non-Essential Functions)

Manage calendars -- Ensure meetings are scheduled according to priority; identify, communicate, and resolve conflicts early. Ensure transition/wrap-up/travel time between meetings

Travel reservations -- Coordinate agenda with destination contacts, book hotel, air, car rental reservations. Coordinate itineraries with fellow travelers as needed. Handle changes as needed.

Meeting minutes - Publish agenda and minutes for selected recurring meetings as well as take cohesive minutes for select meetings

Logistics -- Ensure details are thought through for major meetings & events; engage others as needed to maintain stakeholder satisfaction

Manage documents and confidential information with appropriate discretion

Expense reports -- Create and submit as needed

Lead & assist selected projects -- lead and complete small projects requiring coordination, communication, documentation, organization

Support TRC Inc.'s Quality and EH&S (Environmental, Health, and Safety) effort

Qualifications**

Excellent office skills, including Microsoft Office and Outlook

High school diploma required

Advanced office education training or seven years' experience

Valid state DMV issued or valid foreign country issued driver's license

Excellent data entry skills

Minimum typing speed of 50 wpm

Excellent computer skills in Microsoft Office software

Familiarity

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