Sr Administrative Assistant

divh2Sr Administrative Assistant/h2pThis position is responsible for administration and project support activities associated with the daily management of the Product Design and Platform Design groups (approx. 30 employees), which includes remote staff located in the US and throughout the world. This position is also responsible for supporting the two senior directors leading these groups./ppKey Responsibilities/pullistrongAdministrative Support (25%)/strong/liliSchedules and plans meetings, makes travel arrangements, and prepares/processes expense reports for 2 Sr. Directors/liliAdvises and trains staff (approx. 30 employees) on expense reporting procedures/liliMaintains, orders, and processes invoices for inventory supplies within set budget/liliCoordinates exchange of confidential information on staff employees, including PCNs and job requisitions/liliAssists HR and staff in scheduling interviews and candidate visits/liliCoordinates and plans space requirements for department/liliProcesses new hire setups, including acquiring required logins, space and equipment/lilistrongGeneral Administrative Tasks (5%)/strong/liliCollects data, calculates metrics, and prepares ad hoc finance reports as needed/liliPrepares distributes internal and external communications as needed/liliPrepares overheads (graphs and charts) using MS PowerPoint other graphing programs/liliPerforms all other necessary tasks as required/lilistrongStaff Support (10%)/strong/liliTrains staff for expense reporting, procurement procedures and account classifications/liliServes as point of contact for staff to resolve hardware issues, administrative needs, travel concerns, and questions on IEEE policy and procedures. Prompt and immediate response is required./lilistrongIT Support (10%)/strong/liliMonitors laptop lease expirations and places orders for new equipment. Processes orders for non-standard hardware/software and tracks procurement approval process/lilistrongProcurement/Financial Support (25%)/strong/liliAdvises team members on procedures and policies for procurement needs/liliServes as liaison to Strategic Sourcing department to ensure orders are processed efficiently/liliCoordinates the purchase and payment of goods and services requested by teams and reconciles credit card statements at end of payment cycle/liliInitiates process and provides guidance on the IEEE Project Request (IPR) System/liliWorks with Finance Manager to obtain account validity on expenditures, ensuring expenses are charged to the proper accounts and cost centers/liliWorks with Finance Manager to maintain key listings of valid account numbers for bookkeeping accuracy/liliResolves payment discrepancies with vendors/liliLiaison with Staff to ensure they are kept apprised of changes in financial reporting and responsible for bringing their concerns back to management/lilistrongDepartmental Process Administration (10%)/strong/liliRegularly reviews departmental processes and practices. Recommends improvements that will more efficiently and effectively streamline processes and reduce costs. This may involve creating documentation and process flows, creating job aids and other staff resources and meeting with other members of IEEE staff to recommend changes/liliProvides WebEx support for meetings and staff. Reviews and approves WebEx bills on a monthly basis to determine usage and charges and recommends ways to reduce costs/lilistrongProject Support (15%)/strong/liliProvides project support to the Product Design and Platform Design teams on an ad hoc basis. Identifies deadlines and informs management of roadblocks to meeting them/liliCollaborates and coordinates with outside agencies and volunteers to ensure project requirements are satisfied/li/ulpQualifications/pullistrongEducation/strong: Bachelors degree or equivalent experience in business administration, marketing or communication/lilistrongWork Experience/strong: 4-7 years. Minimum of 6-8 years of executive level administrative support, with 6 years supporting a director level./liliAbility to resolve problems and be able to work in a fast-paced environment./liliAbility to handle multiple priorities simultaneously under pressure./liliDemonstrated superior organizational skills are mandatory./liliExperience with project management, event planning, travel logistics and other meeting planning services is a plus./lilistrongLicenses and Certifications/strong/liliHe or she must be a technologically savvy knowledge worker who seeks out technology solutions to business challenges./liliDemonstrated competency with 2007 Microsoft office tools, including Word, Excel and PowerPoint./liliGeneral knowledge of email. Gmail, Google Calendar and Oracle a plus./liliMust have the ability to communicate and interact effectively, diplomatically and positively with the Executive Director, Chief Marketing Officer, MSD Leadership Team, and IEEE Members of the Board and other staff members./liliExcellent presentation skills to a variety of audiences and proven proficiency with Power Point./liliMust have excellent written and oral skills as well as excellent grasp of English grammar and syntax./liliThis position deals with a lot of incoming inquiries and correspondence. This person must have the strong ability to write clear and effective responses to correspondence via email as well as in the occasional memo./liliExcellent reading and proofreading abilities. Must stay current on what is going on with trends to assist department management./liliMust be able to read and comprehend incoming correspondence./liliBusiness fluency in a foreign language, especially Mandarin Chinese, French, Spanish, or Hindi will be helpful, but not required./liliThis particular role requires contact with Senior Volunteer Leaders, Senior Management, and Staff and Members of the Board. Strong interpersonal skills and a confident outgoing and customer-oriented demeanor skills are a must./liliThe ability to interact with all levels of staff members politely, effectively and efficiently on a daily basis is essential./liliThis position will also occasionally have contact with leaders in industry, government, and academia./liliMust be able to plan and prioritize specific tasks, anticipate the needs of the Staff Directors and senior managers, and demonstrate resourcefulness to solve problems./liliAbility to balance multiple projects simultaneously with minimal supervision while meeting deadlines is a must./liliAbility to think through scheduling conflicts, sort and redirect incoming correspondence to the optimum benefit of the office./liliExercise discretionary judgment and make administrative decisions in a fashion consistent with and on behalf of the Staff Directors and senior managers./li/ulpOther Requirements: As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply. PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status. For information on work demands and conditions required for this position, please consult the reference document, ADA Requirements. This position is classified under . All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran./p/div