Transport Corporation of America, Inc.
  • Human Resources
  • Eagan, MN, USA
  • Full Time

Full Benefits Package


SUMMARY OF POSITION: 

The Executive Assistant/Project Specialist will provide administrative and confidential executive support to the President and Senior Leadership Team. This highly visible role must maintain confidentiality on all matters. Professional presence and behavior is required at all times. Additionally, this position requires superior attention to detail, the ability to meet tight deadlines, excellent organizational skills, and the ability to juggle and prioritize multiple requests/tasks.

 In addition, this role is responsible to support business improvement by meeting personal and departmental goals and objectives timely and effectively.

 

POSITION RESPONSIBILITIES & ACCOUNTABILITIES: 

Provides executive and administrative support to the President and Senior Leadership team, as needed. Day-to-day responsibilities include but are not limited to:

  • maintains schedules and appointments via the company's outlook calendar etc.;
  • collaborates professionally with various staff and departments in working on and/or preparing any special requests or projects;
  • acts as a liaison between President (as needed) to the employees of the Company, customers and interested outside parties;
  • answers the telephone, screens and processes calls effectively & confidentially and performs proper selection for putting calls through;
  • processes incoming mail, publications and other correspondence;
  • prepares and manages expense reports for President and Senior Leaders, as requested;
  • oversees and manages the Company's Sam's Club card and Corporate Credit Card;
  • orders flowers and manages communications for customers and employees, as directed;
  • books training for Senior Leaders and other personnel, as requested;
  • efficiently and cost effectively schedules and coordinates all travel arrangements for the President, Senior Leaders, Business Development needs, Training needs, Interview Candidates and others, as requested;
  • coordinates and arranges internal and external meetings and prepares materials and items for each meeting, as requested;
  • arranges and manages corporate events, i.e.: employee recognition, blood drive, annual flu shots, charity drives etc;
  • arranges conference rooms, meals and/or anything needed for meeting requests, receptions and/or company events throughout the year (organizes, sets-up, cleans up etc);
  • sources vendors for organizational business needs and maintains vendor relationships and communications; demonstrates understanding of the importance of negotiations in managing vendors;
  • professionally manages building needs and the relationships with building and property owners;
  • ensures operation of office equipment; troubleshoots; calls for repairs; maintains equipment inventories; evaluates new equipment and techniques;
  • manages and oversees office supplies- order supplies and furniture, maintains inventory of necessary office products, sets up new-hire spaces with necessary supplies etc;
  • prepares documents, power point presentations and reports for Senior Leaders, as directed;
  • manages and supports special projects throughout the year as assigned by Senior Leaders; manages timelines and tactical execution; coordinates multiple projects simultaneously with accuracy and timeliness;
  • manages quarterly newsletter publication;
  • takes initiative to ensure and improve cost controls wherever appropriate (including projects assigned);
  • seeks ways to streamline, improves and develops stronger outcomes for the Senior Leaders and the organization
  • maintains strict confidentiality for all corporate, personnel, business matters and/or any relevant communications;
  • adapts to changes in priorities, positively and respectfully;
  • develops and sustains a high level of professionalism among leaders, staff, customers and vendors; exercises discretion and handles sensitive information with tact; and
  • remains accessible and on call to greet customers/outside parties, retrieve documents, assist in any daily activities, as required.Note: These are the major functions and accountabilities required of the position and are the predominant criteria by which performance will be assessed. OTHER DUTIES AS ASSIGNED.

REQUIRED QUALIFICATIONS & COMPETENCIES: 

  • Minimum 8+ years executive administrative experience and/or project management experience
  • Bachelor's degree preferred
  • Proven managerial excellence
  • Previous experience reporting directly to Senior Executives
  • Must be a Notary Public, or agree to become a Notary upon hire
  • Maintains a high level of confidentiality
  • Strong organizational skills, with proven experience prioritizing work and coordinating several projects at one time; experience in preparing and tracking projects in a timely manner
  • Must be proactive, resourceful and have the ability to define, lead and own project work
  • Must be proficient in Microsoft Office: Word, PowerPoint, Excel, Outlook
  • Exceptional communication skills, written and verbal; strong editing skills required
  • A strong focus on detail and accuracy of work with a high standard of personal responsibility and follow-though on tasks and assignments
  • Effective in responding with a sense of urgency and with excellent judgment and problem solving skills
  • Professional presence and approachable, required
  • Appreciates being in a role with a high level of independence and can operate without a significant amount of direction
  • Flexible and adaptable to change with an outstanding positive attitude
  • Ability to work flexible hours when needed
  • Ability to work effectively with team members and other departments
  • Recognition that no task is too small or too big to support
Transport Corporation of America, Inc.
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