Administrative Assistant - Temporary

IEEE•Piscataway, NJ

About The Position

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 and budgets across multiple concurrent workstreams; and maintains accurate data and reporting. The role requires a high degree of organization, discretion, and follow-through, and consistently presents a positive and professional image of the organization.

Requirements

High school diploma or GED equivalent
Minimum of 2–4 years of relevant experience
Prior office experience
Proficiency in Google Workspace (Docs, Sheets, Slides)
Proficiency with Google Workspace (Docs, Sheets, Drive, Gmail, and Calendar) and Microsoft Office (Word and Excel)
Professional demeanor, with the ability to handle confidential material.
Sensitivity to diverse cultures and customs.

Nice To Haves

Some college coursework
Proficiency in Smartsheet
Prior project-coordination, event, or association-operations experience

Responsibilities

Provides administrative support to ensure efficient office operations.
Supports colleagues across the organization as needed and adapts to changing priorities.
Ensures that deadlines are met and that competing demands are balanced effectively.
Presents a positive and professional image for the organization at all times.
Answers customer mailbox inquiries promptly and professionally.
Responds to emails and other digital queries and correspondence.
Drafts and edits letters, reports, and other documents.
Maintains digital filing systems and shared file structures, records, and reusable process documentation to support continuity and smooth handoffs.
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.
Compiles and maintains multi-year data and key performance indicators (KPIs) to inform planning and reporting.
Schedules meetings, prepares meeting agendas, and takes meeting minutes.
Coordinates logistics for meetings, including room setup and catering.
Supports event and meeting operations, including registration, attendee questions, materials, and on-site logistics.
Coordinates vendors, venues, and logistics; gathers and compares quotes; and serves as a central point of contact.
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.
Handles sensitive information with discretion to maintain confidentiality and security and to ensure compliance with privacy policies and regulations.