Administrative Assistant - Marketing Planning & Corporate Communications

IEEE•Piscataway, NJ

2d•Remote

About The Position

This position provides administrative support and will build and maintain professional relationships on behalf of two of the Senior Directors in the Brand, Marketing & Communications OU. The individual must be able to act independently, possess good judgement, and discern and maintain a strict level of confidentiality. The incumbent provides support by conducting research, preparing correspondence, reports, and presentations, managing information requests, arranging conference calls, and scheduling meetings. Communications are by phone, email, and in writing. This role involves a fair amount of interaction with staff and will liaison with all IEEE business units as needed. The role will report directly to the Senior Director, Marketing Planning & Transformation and has a dotted line to the Senior Director, Public Relations & Corporate Communications. This position works with low supervision and high confidentiality.

Requirements

2-4 years experience supporting executives in a fast-paced customer-focused business environment is required.
Experience working with management in medium to large corporations is required.
Must be highly trustworthy and able to handle sensitive information with discretion and maintain strict confidentiality.
Demonstrated abilities to create presentations and occasionally be the presenter.
Must have good organizing, relationship management, networking, and customer service skills.
Must be a self-starter and independent worker.
Must possess an excellent command of the English language and be skillful in face-to-face and digital and telephone-based environments.
Must possess an excellent command of written and verbal business English and be comfortable creating and producing digital and hard-copy correspondence, reports, meeting minutes, and presentations.
Capable of editing documents for content clarity and correct use of English language.
Must be able to balance multiple projects simultaneously with minimal supervision while meeting deadlines.
Must be a technologically savvy knowledge worker who seeks out technology solutions to business challenges and has the ability to learn new technology quickly.
Must be able to use, setup, and manage remote meeting tools such as WebEx, Google Meet, etc.
Ability to gather, compile, and research information on different topics is required.
Ability to work off-site/remotely with proficiency and efficiency when required.

Nice To Haves

Bachelor's degree or equivalent experience Accounting, Business Management, Studies, or similar field.
Experience working in marketing focused environments is preferred but not required.
Understanding of IEEE is a plus.

Responsibilities

Manages the calendars and day-to-day activities of the Senior Directors.
Arranges group meetings and events for the two groups (Marketing Planning & Transformation and Corporate Communications) and other cross-functional / cross-OU meetings when needed.
Coordinates the schedule and travel needs of Senior Directors across Marketing, Planning & Transformation and Corporate Communications team.
Utilizes technology tools to create presentations, spreadsheets, flowcharts, business processes as required.
Occasionally on call after regular working hours to manage unforeseen travel needs.
Combines and edits materials for final deliverables to the CMO and other senior leadership as needed.
Prepares expense reports for approval in the NextGen Expense system for the Senior Directors.
Updates organizational charts and staff contact list monthly through the use of multiple HR staffing reports (headcount and fusion reports).
Ensures effective relationships are built and maintained internally and externally, while ensuring proprietary information is protected and a confidential environment is maintained.
Reviews, reconciles, and approves expense reports for leadership to ensure compliance per IEEE policies.
Arranges travel logistics to IEEE travel policies and obtains the proper government documents needed for the Senior Directors.
Supports other team members for critical needs.
Coordinates staff meetings, mid-year and annual performance review meetings, summer luncheon/outing, and annual team holiday celebration.
Contributes to creating team culture and staff inclusive activities and provides communication among staff (ex: Customer Service Week, Take Your Child to work day events, BMC gatherings, team events, etc.) in coordination with other OU administrative assistants.
Onboard new staff to the BMC team in coordination with the Executive Assistant to the CMO.
Provides new BMC team staff with calendar access, welcome materials, and technology and desk set up.
Supports the BMC staff with technology and supply purchases.
Maintains team calendars and vacation schedules.
Plans and executes deadline driven projects and tasks as assigned.
Expected to master and provide guidance on departmental administrative processes in coordination with the Executive Assistant, BMC.
Provides ongoing process evaluation to ensure team activities are administered in an effective manner.
Provides assistance to other department senior leaders, volunteers, and administrative staff as needed.
Manages other activities and projects as assigned.