Sr Administrative Assistant (N0512B)

Institute of Electrical and Electronics Engineers•Piscataway, NJ

1d•Hybrid

About The Position

This position is responsible for administration and project support activities associated with the daily management of the Product Design and Platform Design groups (approx. 30 employees), which includes remote staff located in the US and throughout the world. This position is also responsible for supporting the two senior directors leading these groups.

Requirements

Bachelor's degree or equivalent experience business administration, marketing or communication
Minimum of 6-8 years of executive level administrative support, with 6 years supporting a director level.
Ability to resolve problems and be able to work in a fast-paced environment.
Ability to handle multiple priorities simultaneously under pressure.
Demonstrated superior organizational skills are mandatory.
He or she must be a technologically savvy knowledge worker who seeks out technology solutions to business challenges.
Demonstrated competency with 2007 Microsoft office tools, including Word, Excel and PowerPoint.
General knowledge of email. Gmail, Google Calendar and Oracle a plus.
Must have the ability to communicate and interact effectively, diplomatically and positively with the Executive Director, Chief Marketing Officer, MSD Leadership Team, and IEEE Members of the Board and other staff members.
Excellent presentation skills to a variety of audiences and proven proficiency with Power Point.
Must have excellent written and oral skills as well as excellent grasp of English grammar and syntax.
This position deals with a lot of incoming inquiries and correspondence. This person must have the strong ability to write clear and effective responses to correspondence via email as well as in the occasional memo
Excellent reading and proofreading abilities.
Must stay current on what is going on with trends to assist department management.
Must be able to read and comprehend incoming correspondence.
Strong interpersonal skills and a confident outgoing and customer-oriented demeanor skills are a must.
The ability to interact with all levels of staff members politely, effectively and efficiently on a daily basis is essential.
Must be able to plan and prioritize specific tasks, anticipate the needs of the Staff Directors and senior managers, and demonstrate resourcefulness to solve problems.
Ability to balance multiple projects simultaneously with minimal supervision while meeting deadlines is a must.
Ability to think through scheduling conflicts, sort and redirect incoming correspondence to the optimum benefit of the office.
Exercise discretionary judgment and make administrative decisions in a fashion consistent with and on behalf of the Staff Directors and senior managers.

Nice To Haves

Experience with project management, event planning, travel logistics and other meeting planning services is a plus.
Business fluency in a foreign language, especially Mandarin Chinese, French, Spanish, or Hindi will be helpful, but not required.

Responsibilities

Schedules and plans meetings, makes travel arrangements, and prepares/processes expense reports for 2 Sr. Directors
Advises and trains staff (approx. 30 employees) on expense reporting procedures
Maintains, orders, and processes invoices for inventory supplies within set budget
Coordinates exchange of confidential information on staff employees, including PCNs and job requisitions
Assists HR and staff in scheduling interviews and candidate visits
Coordinates and plans space requirements for department
Processes new hire setups, including acquiring required logins, space and equipment
Collects data, calculates metrics, and prepares ad hoc finance reports as needed
Prepares & distributes internal and external communications as needed
Prepares overheads (graphs and charts) using MS PowerPoint & other graphing programs
Performs all other necessary tasks as required
Trains staff for expense reporting, procurement procedures and account classifications
Serves as point of contact for staff to resolve hardware issues, administrative needs, travel concerns, and questions on IEEE policy and procedures. Prompt and immediate response is required.
Monitors laptop lease expirations and places orders for new equipment.
Processes orders for non-standard hardware/software and tracks procurement approval process
Advises team members on procedures and policies for procurement needs
Serves as liaison to Strategic Sourcing department to ensure orders are processed efficiently
Coordinates the purchase and payment of goods and services requested by teams and reconciles credit card statements at end of payment cycle
Initiates process and provides guidance on the IEEE Project Request (IPR) System
Works with Finance Manager to obtain account validity on expenditures, ensuring expenses are charged to the proper accounts and cost centers
Works with Finance Manager to maintain key listings of valid account numbers for bookkeeping accuracy
Resolves payment discrepancies with vendors
Liaison with Staff to ensure they are kept apprised of changes in financial reporting and responsible for bringing their concerns back to management
Regularly reviews departmental processes and practices. Recommends improvements that will more efficiently and effectively streamline processes and reduce costs. This may involve creating documentation and process flows, creating job aids and other staff resources and meeting with other members of IEEE staff to recommend changes
Provides WebEx support for meetings and staff. Reviews and approves WebEx bills on a monthly basis to determine usage and charges and recommends ways to reduce costs.
Provides project support to the Product Design and Platform Design teams on an ad hoc basis.
Identifies deadlines and informs management of roadblocks to meeting them
Collaborates and coordinates with outside agencies and volunteers to ensure project requirements are satisfied.