Executive Assistant

4 weeks ago

Lombard, Illinois, United States Transdev Full time

About Transdev: Transdev is a leading mobility company that operates transportation systems, maintains vehicle fleets, and delivers mobility solutions across the U.S. and 19 countries worldwide. As an operator and global integrator of mobility, we empower the freedom to move every day through safe, reliable, and innovative solutions that serve the common good.

About the Role: The Executive Assistant 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. This role requires strong organizational skills, attention to detail, discretion, and excellent communication abilities.

  • Executive Calendar Management: Manage the complex schedules of the CEO and other C-suite members, scheduling meetings, appointments, and conference calls, and ensuring all commitments are organized efficiently.
  • Travel Arrangements: Handle all aspects of travel arrangements for the executives, including booking flights, hotels, transportation, and preparing detailed itineraries, as well as managing travel expenses and reimbursements.
  • Communication Management: Manage the executives' email accounts, screening incoming emails, drafting responses, and ensuring urgent matters are promptly addressed, handling other forms of correspondence as necessary.
  • Meeting Coordination and Support: Organize and coordinate meetings, both internal and external, arranging meeting rooms, coordinating technology needs, preparing agendas, taking meeting minutes, and following up on action items.
  • Document Preparation and Review: Assist 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: Serve 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: Handle sensitive and confidential information with the highest level of discretion and professionalism, upholding confidentiality in all communications and interactions.
  • Special Projects and Initiatives: Support the executives in special projects, initiatives, or events as assigned, conducting research, gathering data, and providing administrative assistance as needed.
  • Office Management: Oversee 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: Provide additional administrative support and assistance to the executives as required, adapting to changing priorities and deadlines.

Education, Licensing, and Certifications:

This position requires an associate's degree or equivalent professional experience. Required experience includes six or more years of executive administrative assistant experience supporting the Executive Level, strong organizational skills, very strong interpersonal skills, expert-level written and verbal communication skills, and demonstrated proactive approaches to problem-solving with strong decision-making capability.

Travel requirement outside of the immediate area is less than 5%. Pre-employment requirements include drug testing and background checks. Physical requirements include working shifts or flexible work schedules as needed, 100% of work accomplished indoors, and work accomplished in an office or cubicle space equipped with a telephone and computer.

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