Executive Assistant at TRANSPORTATION RESEARCH CENTER INC. – EAST LIBERTY, Ohio

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.

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 & CEOs 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 Presidents 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 managements right to assign or reassign duties and responsibilities to this job at any time.

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

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 drivers 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

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