This position provides administrative support that facilitates the functioning of the Experience Design team. This position will build and maintain professional relationships on behalf of the Director, Experience Design. The individual must be able to act independently, possess good judgement, and discern and maintain a strict level of confidentiality. The incumbent provides support by conducting research, preparing correspondence, reports, and presentations, managing information requests, arranging conference calls, and scheduling meetings. Communications are by phone, email, and in writing. This role involves a fair amount of interaction with staff and will liaison with all IEEE business units as needed.
The role will report directly to the Director, Experience Design and is matrixed to the administrative assistants in the Marketing, Sales, and Design organizational unit. This position works with low supervision and high confidentiality.
Key Responsibilities
Arranges high-level meetings and events for leadership; coordinates logistics through internal and external vendors, and acts as a liaison when needed.
Utilizes technology tools to create presentations, spreadsheets, flowcharts, business processes as required.
Coordinates the schedule, calendar, and travel needs of the Director in an efficient manner.
Occasionally on call after regular working hours to manage unforeseen travel needs.
Combines and edits materials for final deliverables to the CMO and other senior leadership as needed.
Prepares expense reports for approval in NextGen Expense system.
Updates organizational charts and staff contact list monthly through the use of multiple HR staffing reports (headcount and fusion reports).
Ensures effective relationships are built and maintained internally and externally, while ensuring proprietary information is protected and a confidential environment is maintained.
Reviews, reconciles, and approves expense reports for leadership to ensure compliance per IEEE policies.
Arranges travel logistics to IEEE travel policies and obtains the proper government documents needed.
Coordinates staff meetings, mid-year and annual performance review meetings, summer luncheon/outing, and annual team holiday celebration.
Supports and/or creates staff inclusive activities and provides communication among Experience Design and MSD staff (ex: Customer Service Week, DEI events, MSD gatherings, team events, etc.).
Provides new Experience Design team staff with calendar access, welcome materials, and technology and desk set up.
Supports the Experience Design team staff with technology and supply purchases.
Maintains team calendars and vacation schedules.
Plans and executes deadline driven projects and tasks as assigned.
Expected to master and provide guidance on departmental administrative processes in coordination with Executive Assistant, MSD.
Provides ongoing process evaluation to ensure team activities are administered in an effective manner.
Provides assistance to other department senior leaders, volunteers, and administrative staff as needed.
Manages other activities and projects as assigned.
Education
H.S. diploma Req
Bachelor's degree or equivalent experience Accounting, Business Management, Studies, or similar field. Pref
Work Experience
2-4 years Supporting executives in a fast-paced customer-focused business environment. Req
2-4 years Experience working with management in medium to large corporations. Req
2-4 years Experience working in marketing focused environments. Pref
Skills and Requirements
Demonstrated abilities to create presentations and occasionally be the presenter.
Must have good organizing, relationship management, networking, and customer service skills.
Must be a self-starter and independent worker.
Must possess an excellent command of the English language and be skillful in face-to-face and digital and telephone-based environments.
Must possess an excellent command of written and verbal business English and be comfortable creating and producing digital and hard-copy correspondence, reports, meeting minutes, and presentations. Capable of editing documents for content clarity and correct use of English language.
Must be able to balance multiple projects simultaneously with minimal supervision while meeting deadlines.
Must be a technologically savvy knowledge worker who seeks out technology solutions to business challenges and has the ability to learn new technology quickly.
Must be able to use, setup, and manage remote meeting tools such as WebEx, Google Meet, etc.
Ability to gather, compile, and research information on different topics is required.
Ability to work off-site/remotely with proficiency and efficiency when required.
Understanding of IEEE is a plus.
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, this includes 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.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
===============================================
Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.
