What are the responsibilities and job description for the Executive Assistant - Traffic Operations position at WSP in the U.S.?
Job Description
WSP is currently initiating a search for an Executive Assistant to support our traffic operations team!
This role will sit out of Nashville, TN.
Job Summary
The Executive Assistant will report to the Project Manager and work from the client office in Nashville. The Executive Assistance responsibilities include supporting day-to-day business matters and tracking all contract deliverables. This position also includes distributing all meeting minutes and overseeing front desk operations. Further, this position is responsible for supporting the client with purchases and tracking warranties, licenses, subscriptions, renewals etc.
Additional specific responsibilities under this position include, but are not limited to:
ABOUT US
WSP USA is the U.S. operating company of WSP, one of the world's leading engineering and professional services firms. Dedicated to serving local communities, we are engineers, planners, technical experts, strategic advisors and construction management professionals. WSP USA designs lasting solutions in the buildings, transportation, energy, water and environment markets. With more than 15,000 employees in over 300 offices across the U.S., we partner with our clients to help communities prosper.
www.wsp.com
WSP provides a flexible and agile workplace model while meeting client needs. Employees are also afforded a comprehensive suite of benefits including medical, dental, vision, disability, life, and retirement savings focused on providing health and financial stability throughout the employee’s career.
At WSP, we want to give our employees the challenges they seek to grow their careers and knowledge base. Your daily contributions to your team will be essential in meeting client objectives, goals and challenges. Are you ready to get started?
WSP USA (and all of its U.S. companies) is an Equal Opportunity Employer Race/Age/Color/Religion/Sex/Sexual Orientation/Gender Identity/National Origin/Disability or Protected Veteran Status.
The selected candidate must be authorized to work in the United States.
NOTICE TO THIRD PARTY AGENCIES:
WSP does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to WSP in the absence of a signed Service Agreement where WSP has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of WSP and WSP will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.
WSP is currently initiating a search for an Executive Assistant to support our traffic operations team!
This role will sit out of Nashville, TN.
Job Summary
The Executive Assistant will report to the Project Manager and work from the client office in Nashville. The Executive Assistance responsibilities include supporting day-to-day business matters and tracking all contract deliverables. This position also includes distributing all meeting minutes and overseeing front desk operations. Further, this position is responsible for supporting the client with purchases and tracking warranties, licenses, subscriptions, renewals etc.
Additional specific responsibilities under this position include, but are not limited to:
- Coordinate and direct administrative support functions and implementing policies and procedures for production of documents, workflow, filing, ordering supplies, records, and other clerical services.
- Track contract deliverables and keeping leadership informed of approaching due dates on these deliverables.
- Gather deliverables and process transmittals to the client and distribute the deliverable documents and reports for review and approval.
- Manage new employee onboarding processes for all employees.
- Coordinate the procurement of all office supplies and services, including consumable and non-consumable products, and all production equipment and supplies.
- Coordinate meeting room reservations and assure that the proper setup of all meeting rooms meets the needs of the group using the rooms.
- Assists other client support staff with photocopying and scanning, organizing materials, etc.
- Answer and directs telephone calls to the client facility.
- Acknowledge and coordinate public information inquiries.
- Assist with the scheduling of meetings for staff with internal and external stakeholders as needed.
- Manage facility resources, such as conference rooms.
- Manage distribution lists and ensure appropriate personnel are added/removed.
- 3 years of experience in a position of similar requirements or equivalent.
- Very good understanding of principles of office operations.
- High level of skill in the use of Windows Office suite.
- Proficient in all office-related equipment.
- Write meeting minutes and file all materials based on ISO 9001 standards or similar.
- Conducting client facility tours for visitors.
- Ability to coordinate real-time activities and priorities.
ABOUT US
WSP USA is the U.S. operating company of WSP, one of the world's leading engineering and professional services firms. Dedicated to serving local communities, we are engineers, planners, technical experts, strategic advisors and construction management professionals. WSP USA designs lasting solutions in the buildings, transportation, energy, water and environment markets. With more than 15,000 employees in over 300 offices across the U.S., we partner with our clients to help communities prosper.
www.wsp.com
WSP provides a flexible and agile workplace model while meeting client needs. Employees are also afforded a comprehensive suite of benefits including medical, dental, vision, disability, life, and retirement savings focused on providing health and financial stability throughout the employee’s career.
At WSP, we want to give our employees the challenges they seek to grow their careers and knowledge base. Your daily contributions to your team will be essential in meeting client objectives, goals and challenges. Are you ready to get started?
WSP USA (and all of its U.S. companies) is an Equal Opportunity Employer Race/Age/Color/Religion/Sex/Sexual Orientation/Gender Identity/National Origin/Disability or Protected Veteran Status.
The selected candidate must be authorized to work in the United States.
NOTICE TO THIRD PARTY AGENCIES:
WSP does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to WSP in the absence of a signed Service Agreement where WSP has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of WSP and WSP will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.