Administrative Assistant

Administrative Assistant

Location: Providence Rhode Island

Report to: Chief Growth and Engagement Officer

Department: Engagement

About the American Mathematical Society: The American Mathematical Society (AMS), founded in 1888, is a non-profit membership organization that is dedicated to advancing research and connecting the diverse global mathematical community through our publications, meetings and conferences, MathSciNet, professional services, advocacy, and awareness programs. The AMS has 30,000 members worldwide and offices in Rhode Island, Michigan, and Washington, DC.

Why Work at the AMS: At the AMS we value excellence, inclusivity and teamwork. We work at the forefront of advancing and connecting the diverse mathematical community worldwide, and we are seeking curious, innovative, collaborative individuals to join our team.

Excellent work-life balance with potential for hybrid work

Generous benefit offerings including:

9.5% employer contribution to 403(a) Retirement Plan

100% employer-paid Life, AD&D, Short- and Long-Term Disability Insurance

Medical and dental coverage with employer cost share

Voluntary vision, Life/AD&D, and Long-term Care Insurance available through payroll deduction

12 paid holidays

Generous paid time off

Technology equipment reimbursement for applicable roles

Tuition reimbursement

Summary: The Administrative Assistant is highly organized and proactive to support the Chief Growth & Engagement Officer (CGEO) and the Engagement Division. The Administrative Assistant will provide high-level administrative, logistical, and operational support to facilitate the CGEO's leadership of engagement relations initiatives, including communications and marketing, membership, meetings, and creative services. This role requires excellent organizational skills, attention to detail, confidentiality, and the ability to manage multiple priorities in a dynamic environment.

Essential Functions: Executive Support

• Manage the CGEO's calendar, schedule meetings, coordinate travel arrangements, and prepare meeting agendas and materials.
• Serve as the first point of contact for internal and external inquiries on behalf of the CGEO, providing professional and timely responses.
• Draft, proofread, and format correspondence, memos, reports, and presentations.

Division Coordination

• Support planning, coordination, and tracking of key Engagement Division initiatives and projects.
• Assist with budget tracking and expense reporting for the Office of the CGEO.
• Maintain division records, manage electronic filing systems, and assist in ensuring adherence to deadlines and deliverables.
• Occasionally support division directors and managers with administrative and logistics support.

Meeting and Event Support

• Assist in planning, coordinating, and scheduling division meetings, governance meetings, retreats, special events, and external engagements.
• Prepare meeting agendas, notes, and follow-up communications as needed.

Project Support

• Help coordinate projects that span the Engagement Division's departments (Creative Services, Communications and Marketing, Membership, Meetings and Conferences) as well as projects across the Society.
• Conduct research, assemble briefing materials, and compile information to support engagement activities.

Communications and Liaison

• Collaborate with administrative staff across other AMS divisions to support cross-functional initiatives.
• Maintain a high level of discretion and professionalism when handling sensitive and confidential information.

Travel: Less than 10%

Internal and External Relationships: Internal: Report to Chief Growth & Engagement Officer; work with staff across the division; and cooperate with staff in other departments on relevant projects. External: May interact with some members of governance to produce policy committee meetings and other events.

Supervisory Responsibilities: No

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 3 or more years of progressively responsible administrative experience, preferably supporting executive-level leadership.
• Excellent written and verbal communication skills.
• Strong organizational and project management abilities; capable of handling multiple priorities simultaneously.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with project management tools (e.g., Asana, Monday, Trello) a plus.
• Ability to work independently, take initiative, and anticipate the needs of senior leadership.
• Commitment to professionalism, discretion, and confidentiality.
• Experience in nonprofit, academic, membership, or scientific organizations preferred.
• Excellent communication and interpersonal skills.
• Ability to work collaboratively with staff, volunteers, and external stakeholders.

Attributes and Competencies: The following attributes and competencies are indicators of the skills and/or behaviors necessary to successfully perform the essential functions of the position.

• Innovative and results-oriented mindset
• Strong problem-solving skills and attention to detail
• Strong communication skills
• High level of integrity and professionalism
• Demonstrates understanding of organization's mission, structure, culture, and constituencies.
• Demonstrates knowledge of own department's work activities and mission; understands how own job impacts work of department.
• Responds positively to changes in the organization and the workplace.
• Demonstrate flexibility in responding to work demands.
• Demonstrates and communicates respect for the opinions and beliefs of other people at all levels and fosters a climate of mutual respect.
• Plans and organizes work effectively.
• Accepts accountability for job performance and results.
• Works effectively with others in a variety of settings
• Uses communication tools effectively (e.g., presentation, verbal, writing, relationship building, negotiating, listening) to meet needs of audience and/or situation.
• Maintains professional composure in challenging situations.
• Exercises discretion in identifying, handling, and safeguarding confidential information.
• Addresses issues constructively, building cooperative relationships within and across departments.
• Receptive to feedback and willing to try different approaches to achieve the best results.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Performing primarily sedentary work with limited physical exertion and lifting up to <25> lbs.
• Duties performed cause light fatigue of eyes, fingers, or other faculties due to long periods of standing, sitting or repetitive motion.
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices
• Capable of reliable attendance in the office during scheduled work hours

Work Environment/Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Typical office environment, climate-controlled, minimal noise.
• Extended work hours may be required to meet project deadlines or resolve unexpected problems.
• This position is required to be in-office.

EOE Statement: The American Mathematical Society is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.

Other duties disclaimer: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. It is not intended as an employment contract.