Administrative Assistant

Administrative AssistantASTM International is a globally recognized leader in the development and delivery of international voluntary consensus standards. Today, some 12,000 ASTM standards are used around the world to improve product quality, enhance safety, facilitate market access and trade, and build consumer confidence.ASTM provides an excellent compensation and benefits package including:Undergraduate and Graduate Tuition ReimbursementComprehensive medical, dental, vision, life and disability insurancePaid holidays, vacation and sick leave403(b) plan with company match100% company-funded defined benefits pension planPosition PurposeThe Administrative Assistant provides comprehensive and proactive administrative support to the President, Vice President & General Counsel, the Managing Directors of the Enterprise Project Management Office (EPMO), and the Executive Assistant, Office of the President & Board Relations. The role also supports broader leadership initiatives and assists with Board related activities and affiliated entities, including the ASTM Board of Directors, Safety Equipment Institute (SEI), and ASTM LLCs.Organizational RoleThis administrative position reports to the Executive Assistant, Office of the President & Board Relations and interacts regularly with internal staff across all divisions, ASTM directors, members, and external organizational leaders. The role functions as an individual contributor and may provide coordination or work direction to colleagues and external vendors.Key ResponsibilitiesPresident's Office & Board SupportProvide daily administrative support to ensure efficient operations of the President's OfficeSchedule bi-monthly virtual "new hires" orientation sessions with President.Coordinate with ASTM's meetings team on Board meetings, special events, outreach programs, and related logistics, including travel, lodging, and transportationManage logistics for on-site and off-site Board and Board-related meetings, including registration setup, room configuration, materials, signage, and name badgesCoordinate Chair of the Board scheduling and responsibilities during Committee Weeks and related travelPrepare and process governance-related communications, including standing committee invitations, awards programs, and IRS Form 990 disclosuresSupport Board Planning Team activities and Outreach Day logisticsOversee accompanying persons programs during off-site Board meetingsCoordinate shipment of materials and provide on-site support during the annual Board meetingUpdate and maintain intranet pages, Board databases, and other information systems for the President's OfficeMaintain digital files and Board-related records in accordance with ASTM Records Retention PolicyProvide general office support, including supply management and workflow coordinationAttend meetings and prepare summaries or follow-up reports as requestedServe as backup to the Executive Assistant, Office of the President & Board RelationsVice President & General Counsel SupportAssist with subpoenas, records retrieval, and other legal matters as requestedServe as Custodian of Records for ASTM InternationalPrepare and file quarterly DOJ and FTC notificationsAssist with intellectual property enforcement and coordinate with IT staff on domain ownership (WHOIS) researchEngage with outside law firms as requiredCoordinate meetings and travel arrangements related to legal mattersHandle confidential information with a high degree of discretion and independent judgmentEnterprise Project Management Office (EPMO) SupportAssist the Managing Director with scheduling and coordination of meetings with senior leadership and external stakeholdersDraft and manage routine communications and correspondenceMaintain documentation systems for programs and project outcomesSupport cross-divisional communication and collaborative project workflowsAssist with logistics for workshops, training sessions, and eventsSupport maintenance and updates to the Society's Business Continuity Plan on a biennial basisMinimum RequirementsHigh school diploma required; college coursework or associate degree preferredStrong computer skills, including proficiency in Microsoft 365 applicationsAbility to travel (typically one meeting per year)Demonstrated ability to maintain professionalism, a positive attitude, and strict confidentialityAdaptable and eager to explore and adapt new technologies and frameworks to increase effectiveness and efficiency personally, across the President's Office, and the organizationPreferred Qualifications & CompetenciesExcellent verbal and written communication and interpersonal skillsExceptional attention to detail, with strong organizational and time-management capabilitiesProven ability to work both independently and collaboratively while managing changing prioritiesProfessional demeanor with sound judgment and discretion in handling sensitive informationAbility to work effectively with individuals across diverse backgrounds and levels of the organizationProactive problem-solver with the ability to anticipate needs and implement effective solutionsThis job description is not intended to provide an all-inclusive listing of related job activities. Associates may be requested by management to perform other related activities in place of or in addition to those representative activities noted in this job description.ASTM International is an Equal Opportunity / Affirmative Action Employer Minorities/Females/Disabled/Veterans.