Executive Assistant

1 month ago

Lombard, Illinois, United States Transdev Full time

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 or watch an overview video

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 Calendar Management: Responsible for managing the complex schedules of the CEO and other C-suite members. This involves 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. Additionally, managing travel expenses and reimbursements.
  • 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.
  • Meeting Coordination and Support: Organizing and coordinating meetings, both internal and external. This includes arranging meeting rooms, coordinating technology needs, preparing agendas, taking meeting minutes, and following up on action items.
  • 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.
  • Stakeholder Interaction: Serving as a liaison between the executives and internal/external stakeholders, including senior leaders, clients, partners, and board members. Facilitating communication and information flow as needed.
  • Confidentiality and Discretion: Handling sensitive and confidential information with the highest level of discretion and professionalism. Upholding confidentiality in all communications and interactions.
  • Special Projects and Initiatives: Supporting the executives in special projects, initiatives, or events as assigned. This may involve conducting research, gathering data, and providing administrative assistance as needed.
  • 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.
  • Ad Hoc Support: Providing additional administrative support and assistance to the executives as required, adapting to changing priorities and deadlines.

Education, Licensing, and Certifications:

Education:This position requiresan associate's degreeor equivalent professional experiencerequired.

Required Experience:

  • Six or more years of executive administrative assistantexperiencerequired 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 variouscompeting 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.

Travel requirement outside of the immediate area (as a percent)

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