Administrative Assistant – Temporary

IEEE•Piscataway, NJ

23h

About The Position

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.

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

Responsibilities

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