Temporary - Administrative Assistant

Description

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

Qualifications

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