Administrative Assistant

American Mathematical Society • Providence, RI

4h • Onsite

About The Position

The American Mathematical Society (AMS), founded in 1888, is a non-profit membership organization dedicated to advancing research and connecting the diverse global mathematical community through its publications, meetings and conferences, MathSciNet, professional services, advocacy, and awareness programs. The AMS has 30,000 members worldwide and offices in Rhode Island, Michigan, and Washington, DC. The Administrative Assistant is highly organized and proactive, providing high-level administrative, logistical, and operational support to the Chief Growth & Engagement Officer (CGEO) and the Engagement Division. This support facilitates the CGEO’s leadership of engagement relations initiatives, including communications and marketing, membership, meetings, and creative services. The role requires excellent organizational skills, attention to detail, confidentiality, and the ability to manage multiple priorities in a dynamic environment.

Requirements

• 3 or more years of progressively responsible administrative experience, preferably supporting executive-level leadership.
• Excellent written and verbal communication skills.
• Strong organizational and project management abilities; capable of handling multiple priorities simultaneously.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently, take initiative, and anticipate the needs of senior leadership.
• Commitment to professionalism, discretion, and confidentiality.
• Excellent communication and interpersonal skills.
• Ability to work collaboratively with staff, volunteers, and external stakeholders.

Nice To Haves

• Familiarity with project management tools (e.g., Asana, Monday, Trello).
• Experience in nonprofit, academic, membership, or scientific organizations.

Responsibilities

• Manage the CGEO’s calendar, schedule meetings, coordinate travel arrangements, and prepare meeting agendas and materials.
• Serve as the first point of contact for internal and external inquiries on behalf of the CGEO, providing professional and timely responses.
• Draft, proofread, and format correspondence, memos, reports, and presentations.
• Support planning, coordination, and tracking of key Engagement Division initiatives and projects.
• Assist with budget tracking and expense reporting for the Office of the CGEO.
• Maintain division records, manage electronic filing systems, and assist in ensuring adherence to deadlines and deliverables.
• Occasionally support division directors and managers with administrative and logistics support.
• Assist in planning, coordinating, and scheduling division meetings, governance meetings, retreats, special events, and external engagements.
• Prepare meeting agendas, notes, and follow-up communications as needed.
• Help coordinate projects that span the Engagement Division’s departments (Creative Services, Communications and Marketing, Membership, Meetings and Conferences) as well as projects across the Society.
• Conduct research, assemble briefing materials, and compile information to support engagement activities.
• Collaborate with administrative staff across other AMS divisions to support cross-functional initiatives.
• Maintain a high level of discretion and professionalism when handling sensitive and confidential information.

Benefits

• Excellent work-life balance with potential for hybrid work
• 9.5% employer contribution to 403(a) Retirement Plan
• 100% employer-paid Life, AD&D, Short- and Long-Term Disability Insurance
• Medical and dental coverage with employer cost share
• Voluntary vision, Life/AD&D, and Long-term Care Insurance available through payroll deduction
• 12 paid holidays
• Generous paid time off
• Technology equipment reimbursement for applicable roles
• Tuition reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 101-250 employees