Administrative Assistant, Engagement Programs

American Institute of Chemical Engineers•New York, NY

1d•$65,000 - $75,000•Hybrid

About The Position

AIChE, founded in 1908, is a professional society of more than 60,000 chemical engineers in 110 countries. Its members work in corporations, universities, and government, using their knowledge of chemical processes to develop safe and useful products for the benefit of society. AIChE fosters and disseminates chemical engineering knowledge, assists the professional and personal growth of its members, and applies the expertise of its members to address societal needs and improve the quality of life. Through its varied programs, AIChE continues to be a focal point for information exchange on the frontiers of chemical engineering research in such areas as energy, sustainability, biological and environmental engineering, nanotechnology, and chemical plant safety and security. We are seeking an Administrative Assistant to support the development and implementation of AIChE’s professional and student conferences. The Administrative Assistant will play a key role in the development and growth of AIChE’s smaller conferences and symposia, with an emphasis supporting day-to-day administrative tasks associated with conference program planning, such as sending and tracking speaker invitations, abstract management, competition coordination, and website updates. In addition, the Program Coordinator will have the opportunity to provide administrative support to AIChE’s two largest conferences for Chemical Engineers, while building relationships with professionals and faculty in the field.

Requirements

Outstanding time management and organizational skills a must
Superior communication skills, both written and oral
Ability to analyze data and organize in an engaging and informative presentation
Strong attention to detail
Must be able to meet deadlines and project expectations by providing timely updates
Must be comfortable contacting volunteers, motivate and direct activities without direct authority
Ability to work independently and also in a team environment, self-motivated
Proficient in MS Outlook, Teams, Word, Excel and PowerPoint

Nice To Haves

Proficiency in organizational and task automation tools such as Asana, Airtable, etc. is preferred
Proficiency with using AI tools such as Chat GPT or Claude to increase work efficiency is preferred
Familiarity with Content Management Systems (CMS) a plus
Prior conference program organization or project management experience a plus
Knowledge of current trends in Chemical Engineering research, technology, and industry, a plus

Responsibilities

Supporting the program lead in all communication efforts to direct volunteers, speakers, and participants to complete tasks by specific deadlines as required, and monitor responses
Initiate setup of key conference tasks such as setting up and monitoring call for abstracts, and registration.
Develop processes and workflows to manage conference administrative tasks more efficiently
Managing and updating conference webpages
Assist in completing competitive landscape analysis and research for conferences
Manage the execution of grant funding deliverables, including collecting information for and processing speaker travel stipends.
Supporting, and possibly undertaking principal management responsibility for projects as directed by the Senior Director, Engagement Programs. Projects could include leading small events, participation/leadership in volunteer task forces or management of other engagement program-related tasks or assignments