Administrative Assistant, Office of the President

ASTM International•West Conshohocken, PA

About The Position

ASTM International is a globally recognized leader in the development and delivery of international voluntary consensus standards. Today, some 12,000 ASTM standards are used around the world to improve product quality, enhance safety, facilitate market access and trade, and build consumer confidence. The Administrative Assistant provides comprehensive and proactive administrative support to the President, Vice President & General Counsel, the Managing Directors of the Enterprise Project Management Office (EPMO), and the Executive Assistant, Office of the President & Board Relations. The role also supports broader leadership initiatives and assists with Board related activities and affiliated entities, including the ASTM Board of Directors, Safety Equipment Institute (SEI), and ASTM LLCs. This administrative position reports to the Executive Assistant, Office of the President & Board Relations and interacts regularly with internal staff across all divisions, ASTM directors, members, and external organizational leaders. The role functions as an individual contributor and may provide coordination or work direction to colleagues and external vendors.

Requirements

High school diploma required
Strong computer skills, including proficiency in Microsoft 365 applications
Ability to travel (typically one meeting per year)
Demonstrated ability to maintain professionalism, a positive attitude, and strict confidentiality
Adaptable and eager to explore and adapt new technologies and frameworks to increase effectiveness and efficiency personally, across the President’s Office, and the organization

Nice To Haves

college coursework or associate degree preferred
Excellent verbal and written communication and interpersonal skills
Exceptional attention to detail, with strong organizational and time-management capabilities
Proven ability to work both independently and collaboratively while managing changing priorities
Professional demeanor with sound judgment and discretion in handling sensitive information
Ability to work effectively with individuals across diverse backgrounds and levels of the organization
Proactive problem-solver with the ability to anticipate needs and implement effective solutions

Responsibilities

Provide daily administrative support to ensure efficient operations of the President’s Office
Schedule bi-monthly virtual “new hires” orientation sessions with President.
Coordinate with ASTM’s meetings team on Board meetings, special events, outreach programs, and related logistics, including travel, lodging, and transportation
Manage logistics for on-site and off-site Board and Board-related meetings, including registration setup, room configuration, materials, signage, and name badges
Coordinate Chair of the Board scheduling and responsibilities during Committee Weeks and related travel
Prepare and process governance-related communications, including standing committee invitations, awards programs, and IRS Form 990 disclosures
Support Board Planning Team activities and Outreach Day logistics
Oversee accompanying persons programs during off-site Board meetings
Coordinate shipment of materials and provide on-site support during the annual Board meeting
Update and maintain intranet pages, Board databases, and other information systems for the President’s Office
Maintain digital files and Board-related records in accordance with ASTM Records Retention Policy
Provide general office support, including supply management and workflow coordination
Attend meetings and prepare summaries or follow-up reports as requested
Serve as backup to the Executive Assistant, Office of the President & Board Relations
Assist with subpoenas, records retrieval, and other legal matters as requested
Serve as Custodian of Records for ASTM International
Prepare and file quarterly DOJ and FTC notifications
Assist with intellectual property enforcement and coordinate with IT staff on domain ownership (WHOIS) research
Engage with outside law firms as required
Coordinate meetings and travel arrangements related to legal matters
Handle confidential information with a high degree of discretion and independent judgment
Assist the Managing Director with scheduling and coordination of meetings with senior leadership and external stakeholders
Draft and manage routine communications and correspondence
Maintain documentation systems for programs and project outcomes
Support cross-divisional communication and collaborative project workflows
Assist with logistics for workshops, training sessions, and events
Support maintenance and updates to the Society’s Business Continuity Plan on a biennial basis