Temporary - Administrative Assistant - Conference Business

IEEE•Piscataway, NJ

About The Position

This position provides high-level administrative and operational support to the Conference Business group within the Conferences, Events and Experiences (CEE) department. The role ensures the smooth functioning of priorities across conference business operations, technology innovation, shared services, and enterprise-wide projects. The incumbent must exercise sound judgment, operate independently, and maintain strict confidentiality. Responsibilities include preparing executive-ready materials, coordinating cross-functional meetings, managing information flow, supporting strategic initiatives, and liaising with internal and external stakeholders. Communications occur by phone, email, virtual platforms, and in writing. This position works with low supervision and high confidentiality.

Requirements

H.S. diploma
2-4 years Supporting executives in a fast-paced customer-focused business environment.
2-4 years Experience working with management in medium to large corporations.

Nice To Haves

Bachelor's degree or equivalent experience in Communications, Business Management, Technology, or similar field.
2-4 years Experience supporting events, innovation, operations, or technology-driven teams

Responsibilities

Arranges high-level meetings, briefings, and events for senior leaders, coordinates logistics with internal and external partners.
Manages complex calendars, travel, and scheduling needs to support global conference operations and enterprise initiatives.
Prepares, edits, and consolidates presentations, reports, dashboards, and correspondence for senior leadership, including the Board of Directors and Management Council.
Supports coordination of annual planning, OKRs, and progress tracking across CEE business units.
Provides administrative support for initiatives related to technology innovation, POD framework and emerging technology pilots.
Assists with data gathering, research, and preparation of summaries to support business intelligence and analytics activities.
Tracks deadlines, deliverables, and follow-ups for cross-enterprise initiatives spanning content, events, publications, member services, and IT.
Coordinates shared services workflows, operational documentation, and common tools processes.
Supports vendor and partner coordination, including scheduling, documentation, and administrative tasks related to contracts and technology initiatives.
Prepares and reconciles expense reports; assists with procurement and budget-related administrative tasks.
Maintains organizational charts, distribution lists, team calendars, and operational documentation.
Coordinates staff meetings, performance review cycles, team events, and department-wide communications.
Provides onboarding support for staff joining the Conference Business group.
Ensures effective relationships are built and maintained internally and externally while protecting confidential information.
Manages other activities and projects as assigned.