"Alerted.org

WSP is currently initiating a search for an **Executive Assistant!**

This position sits out of **Fort Myers, FL**

The Executive Assistant will report to our Project Manager and support the Project Management

and Transportation Management Center (TMC) Freeway and Arterial Operations. The Executive Assistant will work from the client building.

The TMC Executive Assistance services include supporting day-to-day business matters within the

Operations centers and tracking all contract deliverables. This position also includes the responsibility of distributing all meeting minutes and overseeing the Regional operations center front desk operations. This position is also responsible for supporting the client with purchases and tracking warranties, licenses, subscriptions, renewals etc.

Responsibilities under this position include, but are not limited to:

+ Coordinates and directs administrative support functions for the operations center and implements policies and procedures for production of documents, workflow, filing, ordering of supplies, records maintenance, and other clerical services.

+ Tracks contract deliverables and keeps management and Transportation Systems Management & Operations (TSM&O) management informed of approaching due dates on these deliverables. The workday following each deliverable due date, the Executive Assistant shall follow up with an email to the TSM&O management staff and the Project Manager on the status of the deliverables.

+ Gather deliverables and process transmittals to the client and distribute the deliverable documents and reports to the TSM&O management staff via email and/or hard copy for review and approval.

+ When TSM&O management has comments or questions, the Executive Assistant shall transmit them to the appropriate WSP staff via email and follow up with transmittal of final (revised) version of the deliverable.

+ Assists with hiring, terminating, promoting, or evaluating office personnel.

+ Manages new TMC employee onboarding process for all operations center contractors, and client employees (for ops center access), etc.

+ Monitors budget, accounting, or time records.

+ Identify and follow policies and procedures for document development, retention, and disposition, and determines records identification system for information management storage and retrieval.

+ Determines and establishes record formats and storage methods and confers with management regarding record management needs.

+ Member of operations center marketing team and coordinate the production of materials, advertisements, disseminator articles and public outreach.

+ Coordinate the supply of all office supplies, including consumable and non-consumable products, and all production equipment and supplies.

+ Coordinates with client Facilities Section and other agencies for all meeting room reservations and assures that the proper setup of all meeting rooms meets the needs of the group using the rooms.

+ Assists other operations center personnel with administrative support, including but not limited to photocopying and scanning, organizing materials, etc.

+ Files and distributes correspondence.

+ Welcomes visitors to the regional operations center.

+ Answers and directs telephone calls to the regional operations center.

+ Coordinates regional operations center building maintenance and repairs with client Facilities.

+ Coordinates satellite operations center building maintenance and repairs with Manatee County Facilities.

+ Coordinates regional operations center building janitorial services with client Facilities.

+ Coordinates satellite operations center building janitorial services with Manatee County Facilities.

+ Organizing, scheduling, and leading regional and satellite operations center tours and other client events.

+ Acknowledging public information inquiries within two (2) working days and providing a response no more than five (5) days after notification of a public information request.

+ Writing and submitting award submissions.

+ Developing articles for dissemination on industry and client newsletters, magazines, websites, and other publications.

+ Assists with the scheduling of meetings for all TSM&O staff with internal and external stakeholders as needed.

+ Manages operations center meeting resources, such as conference rooms.

+ Manages distribution lists and ensures appropriate personnel are added/removed.

+ Ensuring timely updates to operations center Operations Standard Operating Procedures (SOPs).

+ Performs all other tasks assigned by the client.

Minimum Qualifications:

+ Two (2) years’ experience in a position of similar requirements or equivalent.

+ Very good understanding of office principles.

+ High level of skill in the use of Windows Office suite.

+ Proficient in all office-related equipment.

+ Familiarity with Florida Department of Transportation (FDOT) purchasing process.

The Executive Assistant should have at the minimum, the following:

+ Ability to write meeting minutes and file all materials based on ISO 9001 standards or similar.

+ Good interpersonal skills.

+ Ability to clearly communicate information regarding the TSM&O Program and operations center to all tours and visitors.

+ Ability to coordinate real-time activities and priorities.

\#LI-MC1

About WSP

WSP USA is the U.S. operating company of WSP, one of the world's leading engineering and professional services firms. Dedicated to serving local communities, we are engineers, planners, technical experts, strategic advisors and construction management professionals. WSP USA designs lasting solutions in the buildings, transportation, energy, water and environment markets. With more than 15,000 employees in over 300 offices across the U.S., we partner with our clients to help communities prosper.

www.wsp.com

WSP provides a flexible and agile workplace model while meeting client needs. Employees are also afforded a comprehensive suite of benefits including medical, dental, vision, disability, life, and retirement savings focused on providing health and financial stability throughout the employee’s career.

At WSP, we want to give our employees the challenges they seek to grow their careers and knowledge base. Your daily contributions to your team will be essential in meeting client objectives, goals and challenges. Are you ready to get started?

WSP USA (and all of its U.S. companies) is an Equal Opportunity Employer Race/Age/Color/Religion/Sex/Sexual Orientation/Gender Identity/National Origin/Disability or Protected Veteran Status.

The selected candidate must be authorized to work in the United States.

NOTICE TO THIRD PARTY AGENCIES:

WSP does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to WSP in the absence of a signed Service Agreement where WSP has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of WSP and WSP will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.