Executive Assistant

What you will be doing:

• Coordinates and directs administrative support functions for the RTMC and implements policies and procedures for production of documents, workflow, filing, ordering of supplies, records maintenance, and other clerical services
• Tracks deliverables and keeps the Iteris Project Manager and FDOT Contract Manager informed of approaching due dates on these deliverables
• The workday following each deliverable due date, the Executive Assistant shall follow up with an email to these managers on the status of the deliverables
• Receives deliverables from Iteris, processing transmittals to FDOT, and distributing the deliverable documents and reports to the TSM&O management staff via email and/or hard copy for review and approval
• When TSM&O management have comments or questions, the Executive Assistant shall transmit them to Iteris’ Project Manager via email and follow up with transmittal of final (revised) version of the deliverable
• Assists with hiring, terminating, promoting, or evaluating office personnel
• Manages new RTMC employee onboarding process for all RTMC contractors, FDOT’s employees (for RTMC access), etc.
• Monitors budget, accounting, and time records
• Identifies and follows policies and procedures for document development, retention, and disposition, and determines 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
• Coordinates all meeting room reservations and assures that the proper setup of all meeting rooms meets the needs of the group using the rooms
• Assists with the scheduling of meetings for all TSM&O staff with internal and external stakeholders as needed
• Manages RTMC meeting resources, such as conference rooms
• Assists other RTMC personnel with administrative support, including but not limited to photocopying and scanning, organizing materials, etc.
• Files and distributes correspondence
• Welcomes visitors to the RTMC
• Answers and directs telephone calls to the RTMC
• Coordinates RTMC building maintenance and repairs, including after hours issues
• Acknowledges tour requests and schedules the tour no more than two (2) working days after notification of a tour request (performance)
• Leads RTMC tours and other FDOT events
• Acknowledges public inquiries within 24 hours and provides a response no more than two (2) days after notification of a public inquiry (performance)
• Tracking and responding to public record requests, as applicable
• Tracking public inquiries and responses. Develop and update public inquiries database
• Forward inquiries to appropriate staff and follow up with staff as needed for inquiry response
• Preparing recommended presentation materials, speeches, and public speaking engagements for TSM&O staff and assisting in coaching staff and vendors on handling media and public speaking engagements and inquiries
• Writes and submits award applications
• Develops articles for dissemination on industry and FDOT newsletters, magazines, websites, and other publications
• Contributes content for a proposed District 7 TSM&O public website
• Verify all TSM&O-managed websites for content accuracy and coordinate updates, including existing SharePoint information repositories and the proposed TSM&O managed website
• Manages distribution lists and ensures appropriate personnel are added/removed
• Ensures timely updates are made to the District 7 RTMC SOP
• Performs all other tasks assigned by FDOT
• The Executive Assistant shall complete a monthly report (deliverable) outlining:
  • The activities conducted in the previous month, including time to acknowledge and respond to public information inquiries
  • Impressions/views of the proposed TSM&O website, once active

• Two (2) years experience in a position of similar requirements or equivalent
• Very good understanding of office principles
• High level of skill in the use of Windows Office suite
• Proficient in all office-related equipment
• Familiar with FDOT purchasing process
• Ability to write meeting minutes and file all materials based on ISO 9001 standards or similar
• Good interpersonal skills
• Ability to…