Temporary Administrative Assistant at Institute of Electrical and Electronics Engineers, Inc. in Piscataway, New Jersey

Job Description:

Job Summary

The Administrative Assistant will provide all administrative support for the IEEE-USA Managing Director and IEEE Global Policy Caucus.  The Assistant's time will be split between the two organizations, but will report to a single manager. This position performs assignments in a timely, efficient manner and is responsible for projects and operations as required by Managing Director of IEEE-USA.

Key Responsibilities

• Assists Managing Director, IEEE-USA:


• For the IEEE-USA, incumbent will work with appropriate staff maintain committee rosters, schedule committee calls and meetings, process routine email, manage paperwork flows, and provide other administrative support as required.


• For the GPC, incumbent will oversee GPC paper work, including position statements, assist staff with routine member requests, schedule and organize meetings, set up and monitor committee calls, and provide other administrative support as required.

Location:

• Position will be located in Washington, DC.  Candidates may work from home part time, but will be expected to be in the IEEE-USA office at least three days per week.

Education

• H.S. diploma Req


• Associate's degree or equivalent experience Pref

Work Experience

• 4-7 years experience in a fast paced and dynamic office environment. Helpful to have this experience in a position related to public policy.


• Position will require a notable amount of tact and diplomacy skills.  Candidates should be comfortable in a complex global office environment, working with engineers from multiple countries, and interacting with government officials in the USA and other countries.


• MS Word, Windows XP Professional, Excel, Zoom, MS Teams

Licenses and Certifications

Skills and Requirements

• Candidate must be a technologically savvy  worker who seeks out creative solutions to business challenges. Demonstrated competency with 2007 Microsoft office tools, including Word, Excel and PowerPoint. General knowledge of email.


• Spoken skills. Excellent command of English, oral as well as written; competence in administration and office management; good secretarial skills; ability to communicate effectively; capacity to organize and proceed with several projects at one time.


• Presentation skills/size of audiences. This position does not require making presentations.


• Writing skills. 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


• Reading skills. Excellent reading and proofreading abilities. Must stay current on what is going on with trends to assist both volunteers and staff. Must be able to read and comprehend incoming correspondence


• Foreign language skills. This position will interact with individuals from around the world.  Fluency or familiarity with other languages would be helpful, but not required.


• The candidate will be responsible for tracking and directing the flow of multiple position statements and other documents across the Institute.  Attention to detail, organizational skills, and precision in this task will be essential.


• Tactful communication with staff and volunteer members is important. Communication of objectives and priorities is crucial. Must be able to express him/herself effectively and make recommendations for changing and instituting office procedures to senior staff.


• Identify/anticipate problems with budgets, invoices, and contracts that require resolution by the Managing Director.

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 may work part or full time in the IEEE-USA office in Washington, DC or may be full-time remote.

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.

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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.