Executive Assistant - Traffic Operations

This role will sit out of Nashville, TN and report to the Project Manager, working from the client office.

About the role

The Executive Assistant will support day-to-day business matters, track all contract deliverables, distribute meeting minutes, and oversee front-desk operations. This position also supports the client with purchases and tracking warranties, licenses, subscriptions, and renewals.

Responsibilities

• Coordinate and direct administrative support functions, implementing policies and procedures for document production, workflow, filing, ordering supplies, records, and other clerical services.
• Track contract deliverables and keep leadership informed of approaching due dates.
• Gather deliverables, process transmittals to the client, and distribute documents and reports for review and approval.
• Manage new employee onboarding processes.
• Coordinate procurement of office supplies and services, including consumable and non-consumable products, and production equipment.
• Coordinate meeting room reservations and ensure proper setup for all meetings.
• Assist client support staff with photocopying, scanning, and organizing materials.
• Answer and direct telephone calls to the client facility and coordinate public information inquiries.
• Assist with scheduling meetings for staff with internal and external stakeholders.
• Manage facility resources, such as conference rooms.
• Manage distribution lists and ensure appropriate personnel are added or removed.
• Write meeting minutes and file all materials based on ISO 9001 standards or similar.
• Conduct client facility tours for visitors.
• Coordinate real-time activities and priorities.

Requirements

• 3+ years of experience in a similar role or equivalent.
• Strong understanding of office operations principles.
• Proficiency in the Windows Office suite and all office-related equipment.

About WSP

WSP USA is the U.S. operating company of WSP, a global engineering and professional services firm. We design lasting solutions in buildings, transportation, energy, water, and the environment. With over 15,000 employees in 300+ U.S. offices, we partner with clients to help communities prosper.

WSP offers a flexible and agile workplace model, along with a comprehensive benefits suite including medical, dental, vision, disability, life, and retirement savings to support employees throughout their careers.