Executive Office Team Administrator, Senior Specialist

American Institute of Physics Incorporated•College Park, MD

19d•$91,628 - $100,791•Hybrid

About The Position

We seek an energetic, detail-oriented team player who thrives in a collaborative environment, is passionate about supporting a mission-driven team, enjoys engaging staff at all levels and with volunteers from across the physical sciences community, and exhibits programmatic leadership skills. We seek a dedicated partner who will help us make a difference through advancing the physical sciences—because at AIP we believe in the power of the physical sciences to shape a better world. AIP is looking for leadership- and action-oriented candidates for the role of Executive Office Team Administrator. In this role you will have the opportunity to play a pivotal role in ensuring the smooth operation of a suite of strategically critical programs and services within AIP’s Executive Office, under the direction of the AIP CEO and Chief of Staff. This role, which includes close executive support to the AIP CEO, is crucial in enabling the impact of the full Executive Office Team—including the Office of the CEO and Board, Development, Talent & Culture, Student Engagement, Career Opportunity and Advancement, and the Federation Office. Your contributions will advance AIP’s mission success and allow key leaders across AIP to focus on their core activities, by ensuring that business processes are as efficient, effective, and agile as possible, thereby enhancing organizational performance and effectiveness.

Requirements

Bachelor’s degree is preferred.
Minimum of 5 years as an administrative or coordinator for a large team required.
Ability to work well with others, both inside and outside the organization.
Ability to multi-task, handle multiple assignments and priorities and meet deadlines.
Experience with office software and technology tools proficiently.
A robust combination of organizational skills, acute attention to detail, and effective communication abilities.
Proofreading skills are required

Nice To Haves

copy writing skills are desirable.

Responsibilities

Collaborate with other Team Administrators and their program teams to meet organizational needs and advance alignment with overall business goals, and all AIP policies.
Support budget management by tracking expenses, processing invoices, expense reports and vendor contracting—as well as working with program leads to find operational and cost efficiencies.
Provide close support of the CEO’s schedule and agenda, including scheduling meetings, appointments, and travel arrangements, handling confidential and sensitive information, sourcing from AIP colleagues briefing materials as required, and ensuring optimal use of their time.
Ensure the team has the necessary resources, including equipment, tools, and materials, to efficiently carry out their duties.
Develop and maintain standard operating procedures to ensure consistency and quality in process execution. Maintain up-to-date documentation related to team operations, projects, and processes.
Organize and coordinate meetings and events, including logistics, catering, technical requirements, materials preparation, note taking, tracking of actions, etc.
Work with communications leads, ensuring that communications are disseminated as planned and in a timely manner. Draft documents and presentations as needed.
Contribute to the onboarding process for new team members to the Executive Office Team.
Handle the administration of AIP’s named awards program. Develop operating procedures, standards, and timelines. Support selection committees, manage online tools to facilitate processes, interface with applicants and nominators, organize materials, and communicate with internal and external stakeholders throughout process through to conclusion.
Stay informed of regulations that may affect the team's work.