Executive Assistant

Overview

Admin support for RTMC, overseeing deliverables, budgeting, meetings, and FDOT coordination.

Key Responsibilities

• deliverable tracking
• transmittal processing
• website management
• sop updates
• budget monitoring
• public inquiries

Tasks

-Leads RTMC tours and other FDOT events -Assists other RTMC personnel with administrative support, including but not limited to photocopying and scanning, organizing materials, etc. -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 -Acknowledges tour requests and schedules the tour no more than two (2) working days after notification of a tour request (performance) -Coordinates all meeting room reservations and assures that the proper setup of all meeting rooms meets the needs of the group using the rooms -Answers and directs telephone calls to the RTMC -Files and distributes correspondence -Forward inquiries to appropriate staff and follow up with staff as needed for inquiry response -Tracks deliverables and keeps the Iteris Project Manager and FDOT Contract Manager informed of approaching due dates on these deliverables -Manages new RTMC employee onboarding process for all RTMC contractors, FDOT’s employees (for RTMC access), etc. -Writes and submits award applications -Verify all TSM&O-managed websites for content accuracy and coordinate updates, including existing SharePoint information repositories and the proposed TSM&O managed website -Tracking and responding to public record requests, as applicable -The Executive Assistant shall complete a monthly report (deliverable) outlining: -Ensures timely updates are made to the District 7 RTMC SOP -Monitors budget, accounting, and time records -Coordinates RTMC building maintenance and repairs, including after hours issues -Tracking public inquiries and responses. Develop and update public inquiries database -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 -Identifies and follows policies and procedures for document development, retention, and disposition, and determines records identification system for information management storage and retrieval -Contributes content for a proposed District 7 TSM&O public website -Develops articles for dissemination on industry and FDOT newsletters, magazines, websites, and other publications -Welcomes visitors to the RTMC -Assists with the scheduling of meetings for all TSM&O staff with internal and external stakeholders as needed -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 -Determines and establishes record formats and storage methods and confers with management regarding record management needs -Manages RTMC meeting resources, such as conference rooms -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 -Coordinates RTMC building janitorial services -Acknowledges public inquiries within 24 hours and provides a response no more than two (2) days after notification of a public inquiry (performance) -Manages distribution lists and ensures appropriate personnel are added/removed -Assists with hiring, terminating, promoting, or evaluating office personnel -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

Requirements

• windows office
• iso 9001
• fdot purchasing
• office equipment
• 2 years
• interpersonal

What You Bring

-The activities conducted in the previous month, including time to acknowledge and respond to public information inquiries -Proficient in all office-related equipment -Ability to clearly communicate information regarding the TSM&O Program and RTMC to all tours and visitors -Impressions/views of the proposed TSM&O website, once active -High level of skill in the use of Windows Office suite -Good interpersonal skills -Ability to write meeting minutes and file all materials based on ISO 9001 standards or similar -Familiar with FDOT purchasing process -Ability to coordinate real-time activities and priorities -Very good understanding of office principles -Two (2) years experience in a position of similar requirements or equivalent

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Benefits

-401(k) with immediate matching and no vesting period -Medical reimbursement plans -Comprehensive medical, dental, and vision coverage -Education assistance program -Life insurance -In-house training programs -Generous Paid-Time-Off [PTO] benefits -Disability coverage

About Iteris, Inc.

-Founded with a mission to improve mobility and safety on roads and highways. -Focused on integrating data, technology, and advanced analytics for smarter transportation. -Offers solutions in traffic management, transportation infrastructure, and data analytics. -Known for developing innovative intelligent transportation systems (ITS) for cities and municipalities. -Works with government agencies, public-sector clients, and private industry to improve road efficiency. -Pioneering in the use of cloud-based platforms for real-time data collection and analysis. -Projects span from small local initiatives to large-scale national systems that improve driver safety and reduce congestion. -Leads in adaptive traffic signal systems, allowing for dynamic control based on real-time traffic conditions.

Sector Specialisms