Administrative Assistant, Office of the President

Job Description

Job Description

ASTM 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 Reimbursement
• Comprehensive medical, dental, vision, life and disability insurance
• Paid holidays, vacation and sick leave
• 403(b) plan with company match
• 100% company-funded defined benefits pension plan

Position Purpose

The 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 Role

This 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 Responsibilities

President’s Office & Board Support

• Provide daily administrative support to ensure efficient operations of the President’s Office
• Schedule 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 transportation
• Manage logistics for on-site and off-site Board and Board-related meetings, including registration setup, room configuration, materials, signage, and name badges
• Coordinate Chair of the Board scheduling and responsibilities during Committee Weeks and related travel
• Prepare and process governance-related communications, including standing committee invitations, awards programs, and IRS Form 990 disclosures
• Support Board Planning Team activities and Outreach Day logistics
• Oversee accompanying persons programs during off-site Board meetings
• Coordinate shipment of materials and provide on-site support during the annual Board meeting
• Update and maintain intranet pages, Board databases, and other information systems for the President’s Office
• Maintain digital files and Board-related records in accordance with ASTM Records Retention Policy
• Provide general office support, including supply management and workflow coordination
• Attend meetings and prepare summaries or follow-up reports as requested
• Serve as backup to the Executive Assistant, Office of the President & Board Relations

Vice President & General Counsel Support

• Assist with subpoenas, records retrieval, and other legal matters as requested
• Serve as Custodian of Records for ASTM International
• Prepare and file quarterly DOJ and FTC notifications
• Assist with intellectual property enforcement and coordinate with IT staff on domain ownership (WHOIS) research
• Engage with outside law firms as required
• Coordinate meetings and travel arrangements related to legal matters
• Handle confidential information with a high degree of discretion and independent judgment

Enterprise Project Management Office (EPMO) Support 

• Assist the Managing Director with scheduling and coordination of meetings with senior leadership and external stakeholders
• Draft and manage routine communications and correspondence
• Maintain documentation systems for programs and project outcomes
• Support cross-divisional communication and collaborative project workflows
• Assist with logistics for workshops, training sessions, and events
• Support maintenance and updates to the Society’s Business Continuity Plan on a biennial basis

Minimum Requirements

• High school diploma required; college coursework or associate degree preferred
• Strong computer skills, including proficiency in Microsoft 365 applications
• Ability to travel (typically one meeting per year)
• Demonstrated ability to maintain professionalism, a positive attitude, and strict confidentiality
• Adaptable and eager to explore and adapt new technologies and frameworks to increase effectiveness and efficiency personally, across the President’s Office, and the organization

Preferred Qualifications & Competencies

• Excellent verbal and written communication and interpersonal skills
• Exceptional attention to detail, with strong organizational and time-management capabilities
• Proven ability to work both independently and collaboratively while managing changing priorities
• Professional demeanor with sound judgment and discretion in handling sensitive information
• Ability to work effectively with individuals across diverse backgrounds and levels of the organization
• Proactive problem-solver with the ability to anticipate needs and implement effective solutions

This 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.