Executive Assistant

Executive Assistant
in Mesa - AZ

Job Description

Are you ready to work with a purpose? The mission of American Traffic Solutions (ATS) is to save lives and improve safety on the roads of the communities we serve. ATS pioneered the road safety camera industry over 25 years ago and continues to be on the forefront of the industry as the market share leader. We are the leading provider of traffic safety, mobility and compliance solutions for state & local governments, commercial fleets and rental car companies. 

ATS' Mesa office is hiring an Executive Assistant. The successful individual will perform numerous administrative support activities for C-level roles, many of which are highly confidential or sensitive in nature. This position requires someone who has good judgment and discretion in the execution of all duties and responsibilities.

Key Responsibilities:
The key responsibilities for this position include, but are not limited to, the following:

  • Manages calendars, expense reports, travel arrangements, and correspondence which includes scheduling and updating meeting notices for the department heads.

  • Establishes effective and positive working relationships with the other internal leaders, consultants, vendors and administrators.

  • Screens all incoming calls, visitors and mail and takes appropriate action.Disseminates sensitive materials to the appropriate parties.

  • Develops, compiles, analyzes, and maintains reports on spreadsheets and databases for the leadership team.

  • Prepares presentations; meeting agendas, reports, files, etc.

  • Composes non-routine correspondence from brief notes or verbal instructions and composes replies to routine correspondence on own initiative for review by executive.

  • Proofreads and/or re-formats drafts of documents created by executive for spelling, grammar, and clarity of communication.

  • Makes arrangements for and hosts visiting prospects, customers and other individuals. Makes travel arrangements, coordinating airline and auto rental reservations, hotel accommodations, and expense reports.

  • Establishes and maintains follow-up files and confidential files for executives.

  • Initiates routine and non-routine reports as appropriate. Researches and compiles statistical information and related data, produces special or recurring reports, and completes special projects as assigned.

  • Produces and distributes data in graphic, spreadsheet, or narrative format.

  • Establishes and maintains databases.

  • Keeps current on all corporate policies and procedures. Serves as focal point for gathering newly published policies and the dissemination of materials.

    Required Knowledge, Skills & Abilities:

  • 2-year degree in Business Administration (or equivalent work experience) and at least 5-8 years in an administrative capacity supporting senior level executives
  • Excellent verbal and written communication skills
  • Ability to work flexible schedules
  • Superior ability to work with Microsoft products (Word, Excel and PowerPoint)
  • Excellent organizational skills (ability to multi-task and establish priorities)
  • Demonstrated ability in exercising tact and diplomacy for professional "front office" demeanor at all times

TS 5

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