Sr Administrative Assistant (N0512B)

Job summary:

This position provides administrative support and will build and maintain professional relationships on behalf of two of the Senior Directors in the Brand, Marketing & Communications OU. 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 Senior Director, Marketing Planning & Transformation and has a dotted line to the Senior Director, Public Relations & Corporate Communications. This position works with low supervision and high confidentiality.

Key responsibilities:

• Manages the calendars and day-to-day activities of the Senior Directors.

• Arranges group meetings and events for the two groups (Marketing Planning & Transformation and Corporate Communications) and other cross-functional / cross-OU meetings when needed.

• Coordinates the schedule and travel needs of Senior Directors across Marketing, Planning & Transformation and Corporate Communications team.

• Utilizes technology tools to create presentations, spreadsheets, flowcharts, business processes as required.

• 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 the NextGen Expense system for the Senior Directors.

• 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 for the Senior Directors. Supports other team members for critical needs.

• Coordinates staff meetings, mid-year and annual performance review meetings, summer luncheon/outing, and annual team holiday celebration.

• Contributes to creating team culture and staff inclusive activities and provides communication among staff (ex: Customer Service Week, Take Your Child to work day events, BMC gatherings, team events, etc.) in coordination with other OU administrative assistants.

• Onboard new staff to the BMC team in coordination with the Executive Assistant to the CMO.

• Provides new BMC team staff with calendar access, welcome materials, and technology and desk set up.

• Supports the BMC 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 the Executive Assistant, BMC.

• 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
 

• Bachelor's degree or equivalent experience business administration, marketing or communication Pref

Work Experience
 

• 4-7 years 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. Experience with project management, event planning, travel logistics and other meeting planning services is a plus. Req

• Must be highly trustworthy and able to handle sensitive information with discretion and maintain strict confidentiality.

• 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.

Licenses and Certifications 
 

• 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.
• Business fluency in a foreign language, especially Mandarin Chinese, French, Spanish, or Hindi will be helpful, but not required.
• This particular role requires contact with Senior Volunteer Leaders, Senior Management, and Staff and Members of the Board. 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. This position will also occasionally have contact with leaders in industry, government, and academia
• 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.

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, ADA Requirements. This position is classified under . 

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.