Temporary - Administrative Assistant

Temporary - Administrative Assistant

This 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 Webex
• Provides administrative support for educational programs and initiatives
• Builds and maintains communications, such as e-newsletter and publications
• Set up Purchase Orders and ensure expeditious expense reimbursement requests
• Perform data gathering, basic analysis, and issue resolution of core society business functions as needed
• Assist with Salesforce User Testing for PES Committee Management System
• Update web and social media outlets
• Coordinate PES Technical Activities awards program
• Prepare payments to vendors
• Assist with publicity and promotional collateral materials
• Answer inquiries from members
• Answers customer mailbox inquiries promptly and professionally
• Responds to emails and other digital queries and correspondence
• Drafts and edits letters, reports, and other documents
• Inputs and updates information in databases and spreadsheets with a high degree of accuracy
• Uses Google Workspace and Microsoft Office to create, edit, and share documents, spreadsheets, and presentations efficiently
• Conducts research as requested and compiles and summarizes information for reports or presentations
• Schedules meetings, prepares meeting agendas, and takes meeting minutes
• Builds and maintains master schedules and timelines, tracks deadlines across multiple concurrent workstreams, and follows up to keep projects on track
• Tracks budgets against actuals, flags variances, and prepares clear summaries to support committee decision-making

Skills 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.

Administration

United States-New Jersey-Piscataway

Full-time

Temporary