IEEE
Executive Assistant (N0496E)
IEEE, Piscataway, New Jersey, United States,
IEEE is an EEO/AAP Employer/Protected Veterans/Disabled.We require all applications online; if you require assistance, contact talent@ieee.org.Job Description - Executive Assistant (N0496E) (240217)
Job SummaryThis position provides executive level support that facilitates the functioning of the Managing Director. The individual in this role is expected to build and maintain professional relationships on behalf of the Managing Director and the business unit. The individual must be able to act independently, possess good judgement, and discern and maintain a strict level of confidentiality. The incumbent provides high-level support by conducting research, preparing correspondence, reports, and presentations, managing information requests, arranging conference calls, and scheduling meetings. They will also support department projects, events, and central service activities as required.
The role will report directly to the Chief of Staff and works under minimal supervision.Key Responsibilities
Executive-Level Administrative Support for Managing Director/SLTCoordinates the schedule, calendar, and travel needs of the Managing Director efficiently, arranging travel logistics to IEEE travel policies and obtaining the proper government documents needed. Occasionally on call after regular working hours to manage unforeseen travel needs.Utilizes technology tools to create presentations, spreadsheets, flowcharts, and business processes as required.Prepares expense reports for approval in NextGen Expense system.Arranges high-level meetings and events for Managing Director; coordinates logistics through internal and external vendors, executes contracts, and acts as a liaison prior to and during day-of event.Coordinates three full staff meetings annually: Q1 Year Review, Summer Staff Outing, and Q4 Year End Celebration.Creates staff inclusive activities and provides communication between the IEEE and OUs for Customer Service Week, which occurs annually every first week of October.Provides support to the Senior Management Team as required: scheduling monthly SLT meetings and the year-end HR/SA Performance Calibration meetings.Updates Visio organizational charts and staff contact list monthly through the use of multiple HR staffing reports (Headcount and Fusion reports).Onboarding new staff.Budget & Forecast support.Qualifications
Education
H.S. diploma required.Associate's degree or equivalent experience in Business Administration or related field preferred.Work Experience4-7 years of relevant business experience required.4+ years of experience supporting a key executive required.Background must include experience in a customer-focused business environment that demonstrates knowledge and skill in the following areas:High-level administrative support for a key Executive.Gathering, compiling, and researching information.Processes evaluation and quality efforts.Relationship management and customer service.Skills and RequirementsDemonstrated abilities to create presentations for staff and occasionally be the presenter.Excellent command of the English language and skillful in face-to-face, digital, and telephone-based environments.Excellent command of written and verbal business English, comfortable creating and producing digital and hard-copy correspondence, reports, meeting minutes, and presentations. Capable of editing documents for content clarity and use of the English language.Ability to read and comprehend the IEEE Constitution, Bylaws, policies, processes, industry journals, and IEEE publications.Confidentiality required on staff and financial matters. Serve as liaison between SA and other staff groups at the Executive administrative level and others as needed.Ability to balance multiple projects simultaneously with minimal supervision while meeting deadlines.Technologically savvy knowledge worker who seeks out technology solutions to business challenges. Specific technology knowledge and experience needed include Microsoft Office Suite applications, Lotus Notes, Excel, PowerPoint, Word, CRM, and other relational databases.Other Requirements:As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.
PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, including all persons in F (both CPT and OPT), J, H, L, or O status.
For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions.IEEE is an EEO/AAP Employer/Protected Veteran/Disabled.A non-profit organization, IEEE is the world's leading professional association for the advancement of technology.
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Job SummaryThis position provides executive level support that facilitates the functioning of the Managing Director. The individual in this role is expected to build and maintain professional relationships on behalf of the Managing Director and the business unit. The individual must be able to act independently, possess good judgement, and discern and maintain a strict level of confidentiality. The incumbent provides high-level support by conducting research, preparing correspondence, reports, and presentations, managing information requests, arranging conference calls, and scheduling meetings. They will also support department projects, events, and central service activities as required.
The role will report directly to the Chief of Staff and works under minimal supervision.Key Responsibilities
Executive-Level Administrative Support for Managing Director/SLTCoordinates the schedule, calendar, and travel needs of the Managing Director efficiently, arranging travel logistics to IEEE travel policies and obtaining the proper government documents needed. Occasionally on call after regular working hours to manage unforeseen travel needs.Utilizes technology tools to create presentations, spreadsheets, flowcharts, and business processes as required.Prepares expense reports for approval in NextGen Expense system.Arranges high-level meetings and events for Managing Director; coordinates logistics through internal and external vendors, executes contracts, and acts as a liaison prior to and during day-of event.Coordinates three full staff meetings annually: Q1 Year Review, Summer Staff Outing, and Q4 Year End Celebration.Creates staff inclusive activities and provides communication between the IEEE and OUs for Customer Service Week, which occurs annually every first week of October.Provides support to the Senior Management Team as required: scheduling monthly SLT meetings and the year-end HR/SA Performance Calibration meetings.Updates Visio organizational charts and staff contact list monthly through the use of multiple HR staffing reports (Headcount and Fusion reports).Onboarding new staff.Budget & Forecast support.Qualifications
Education
H.S. diploma required.Associate's degree or equivalent experience in Business Administration or related field preferred.Work Experience4-7 years of relevant business experience required.4+ years of experience supporting a key executive required.Background must include experience in a customer-focused business environment that demonstrates knowledge and skill in the following areas:High-level administrative support for a key Executive.Gathering, compiling, and researching information.Processes evaluation and quality efforts.Relationship management and customer service.Skills and RequirementsDemonstrated abilities to create presentations for staff and occasionally be the presenter.Excellent command of the English language and skillful in face-to-face, digital, and telephone-based environments.Excellent command of written and verbal business English, comfortable creating and producing digital and hard-copy correspondence, reports, meeting minutes, and presentations. Capable of editing documents for content clarity and use of the English language.Ability to read and comprehend the IEEE Constitution, Bylaws, policies, processes, industry journals, and IEEE publications.Confidentiality required on staff and financial matters. Serve as liaison between SA and other staff groups at the Executive administrative level and others as needed.Ability to balance multiple projects simultaneously with minimal supervision while meeting deadlines.Technologically savvy knowledge worker who seeks out technology solutions to business challenges. Specific technology knowledge and experience needed include Microsoft Office Suite applications, Lotus Notes, Excel, PowerPoint, Word, CRM, and other relational databases.Other Requirements:As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.
PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, including all persons in F (both CPT and OPT), J, H, L, or O status.
For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions.IEEE is an EEO/AAP Employer/Protected Veteran/Disabled.A non-profit organization, IEEE is the world's leading professional association for the advancement of technology.
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