Temporary - Administrative Assistant

Temporary - Administrative AssistantThis position is responsible for providing administrative support to IEEE's Power & Energy Society (PES). The Administrative Assistant provides comprehensive administrative, project-coordination, and operational support to ensure the efficient day-to-day functioning of the office. Working closely with staff, volunteers, members, vendors, and external stakeholders, the incumbent manages correspondence, records, schedules, and logistics; coordinates meetings and events; tracks projects across multiple concurrent workstreams; and maintains accurate data and reporting. Specific duties include but not limited to:Create agendas and set up WebexProvides administrative support for educational programs and initiativesBuilds and maintains communications, such as e-newsletter and publicationsSet up Purchase Orders and ensure expeditious expense reimbursement requestsPerform data gathering, basic analysis, and issue resolution of core society business functions as neededAssist with Salesforce User Testing for PES Committee Management SystemUpdate web and social media outletsCoordinate PES Technical Activities awards programPrepare payments to vendorsAssist with publicity and promotional collateral materialsAnswer inquiries from membersAnswers customer mailbox inquiries promptly and professionallyResponds to emails and other digital queries and correspondenceDrafts and edits letters, reports, and other documentsInputs and updates information in databases and spreadsheets with a high degree of accuracyUses Google Workspace and Microsoft Office to create, edit, and share documents, spreadsheets, and presentations efficientlyConducts research as requested and compiles and summarizes information for reports or presentationsSchedules meetings, prepares meeting agendas, and takes meeting minutesBuilds and maintains master schedules and timelines, tracks deadlines across multiple concurrent workstreams, and follows up to keep projects on trackTracks budgets against actuals, flags variances, and prepares clear summaries to support committee decision-makingSkills and Requirements: Ability to read and comprehend work documents and business correspondence. Must be able to write clear and effective correspondence using proper English grammar and syntax and have excellent proofreading skills. Must have strong customer focus and interpersonal skills. Ability to build relationships and interact with all levels of staff, external vendors, members/volunteers, and/or other clients. Ability to apply instructions and established procedures and guidelines and choose a solution from prescribed options. Must be able to balance multiple tasks and effectively prioritize and anticipate needs. Proficiency in MS Office applications especially MS Word, Excel, and PowerPoint, use of internet and web-based email. Must be familiar with systems/applications utilized by the department for expense management, procurement, budgeting, and other business activities.AdministrationUnited States-New Jersey-PiscatawayFull-timeTemporary