What are the responsibilities and job description for the Executive Assistant position at TRANSPORTATION RESEARCH CENTER INC.?
Position Description: 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 with AI systems and programs preferred
• Excellent business writing, composition, spelling, grammar, and editing skills
• Respectful treatment of all associates, stakeholders and customers
• High level of discretion and independent judgement
• Integrity, ensuring all matters are handled with appropriate attention to detail and accuracy
• Ability to plan and organize complex tasks
• Ability to work independently and be self-motivated with a sense of urgency
• Problem identification and analysis
• Information and task monitoring
• High degree of stress tolerance
• Demonstrated strong business sense and can decipher priorities and make sound judgment calls when needed
• Ability to perform duties at the highest level possible on a consistent basis
• Ability to interact with people of all levels in a confident, professional manner
• Demonstrated ability and temperament to work with sensitive internal and external information
• Demonstrated team-oriented experience and approach
• Ability to complete and pass all internal, position specific job and safety trainings required
Working conditions
• Standard office, climate controlled environment
Physical requirements
• Must be able to remain in a stationary position for an extended period of time
• Ability to operate a computer and other office equipment
• Ability to communicate with customers and co-workers
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 with AI systems and programs preferred
• Excellent business writing, composition, spelling, grammar, and editing skills
• Respectful treatment of all associates, stakeholders and customers
• High level of discretion and independent judgement
• Integrity, ensuring all matters are handled with appropriate attention to detail and accuracy
• Ability to plan and organize complex tasks
• Ability to work independently and be self-motivated with a sense of urgency
• Problem identification and analysis
• Information and task monitoring
• High degree of stress tolerance
• Demonstrated strong business sense and can decipher priorities and make sound judgment calls when needed
• Ability to perform duties at the highest level possible on a consistent basis
• Ability to interact with people of all levels in a confident, professional manner
• Demonstrated ability and temperament to work with sensitive internal and external information
• Demonstrated team-oriented experience and approach
• Ability to complete and pass all internal, position specific job and safety trainings required
Working conditions
• Standard office, climate controlled environment
Physical requirements
• Must be able to remain in a stationary position for an extended period of time
• Ability to operate a computer and other office equipment
• Ability to communicate with customers and co-workers