Executive Assistant

About Transdev: Cities, counties, airports, companies, and universities across the U.S. contract with Transdev to operate their transportation systems, maintain their vehicle and fleets, and deliver on mobility solutions. Transdev U.S. employs a team of 32,000 across 400 locations while maintaining more than 17,000 vehicles. Part of a global company, Transdev is a leader in mobility with operations in 19 countries, proudly operated by 110,000 team members from around the world. As an operator and global integrator of mobility, we are driven by our purpose. Transdev – the mobility company – empowers the freedom to move every day thank to safe, reliable, and innovative solutions that serve the common good. Find out more at www.TransdevNA.com or watch an overview video at https://youtu.be/ilO5cv0G4mQ

About the Role: The Executive Assistant Role plays a critical part in enabling the CEO and other C-suite executives to focus on strategic objectives by handling administrative tasks efficiently and professionally. Strong organizational skills, attention to detail, discretion, and excellent communication abilities are essential for success in this position.

Executive Support and Coordination:

• Serve as a liaison between executives and department heads, ensuring effective communication and collaboration.
• Organize and oversee meeting logistics, including creating presentations, preparing materials, and summarizing meeting outcomes.

Executive Calendar Management:

• Managing the complex schedules of the CEO and other C-suite members.

• Scheduling meetings, appointments, and conference calls, and ensuring that all commitments are organized efficiently. 

Travel Arrangements:

• Handling all aspects of travel arrangements for the executives, including booking flights, hotels, transportation, and preparing detailed itineraries.

• Managing travel expenses and reimbursements. 

Strategic Planning and Project Management:

• Collaborate with senior leadership to define, prioritize, and execute strategic initiatives.
• Track and manage key projects to ensure alignment with organizational goals, timelines, and budget requirements.
• Provide regular updates to executives on project progress, risks, and key metrics.

Communication Management:

• Managing the executives' email accounts, screening incoming emails, drafting responses, and ensuring that urgent matters are promptly addressed.

• Handling other forms of correspondence as necessary. 

Document Preparation and Review:

• Assisting with the preparation, editing, and formatting of various documents such as presentations, reports, memos, and proposals.

• Ensuring accuracy and adherence to company standards. 

•  Communication and Representation:

• Act as a representative of the executive team in internal and external communications.
• Draft communications, announcements, and reports on behalf of leadership.
• Build and maintain relationships with key stakeholders, promoting a culture of open communication and teamwork.

Special Projects and Ad-Hoc Support:

• Take the lead on ad-hoc initiatives as assigned by the executive team, often involving high-level research, analysis, and reporting.
• Provide administrative support on various special projects, including board meetings, company events, and high-priority deadlines.

Office Management:

• Overseeing general office operations and administrative tasks, such as ordering supplies, managing office equipment, coordinating office maintenance, and other duties to ensure a smooth-running office environment.  

Required Experience: 

• Six or more years of executive administrative assistant experience required supporting the Executive Level.
• Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with both internal and external stakeholders.
• Expert level written and verbal communication skills.
  Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced
  environment.
• Advanced experience with Outlook (i.e. mail merge, conditional formatting, template creation, cross-post between calendars, exporting spreadsheets.

 Required Education:

                 High School Diploma Required, Bachelor's Degree Preferred

Travel requirement outside of the immediate area (as a percent) <5%. 

Pre-Employment Requirements: 

Drug testing and background check 

Physical Requirements: 

• Must be able to work shifts or flexible work schedules as needed. 
• 100% of work is accomplished indoors and in air-conditioned or well-ventilated facilities 
• Work is accomplished in an office or in a cubicle space equipped with a telephone and computer. 
• The employee is generally subjected to long periods spent sitting, typing, or looking at a computer screen. 

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions upon request. 

Transdev is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants.  Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, or religion or other legally protected status.   

 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions upon request. 

Transdev is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, national origin, age, disability, veteran status, genetic data, gender identity, sexual orientation, religion or other legally protected status, or any other classification protected by federal, state, or local law. Drug-free workplace If based in the United States, applicants must be eligible to work in U.S. without restrictions for any employer at any time; be able to pass a drug screen and background check.

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