Temporary - Administrative Assistant

About the role

The Administrative Assistant supports the IEEE’s Power & Energy Society (PES), providing comprehensive administrative, project coordination, and operational support.

Responsibilities

• Create agendas and set up Webex
• Provides administrative support for educational programs and initiatives
• Builds and maintains communications, such as e-newsletter and publications
• Set up Purchase Orders and ensure expeditious expense reimbursement requests
• Perform data gathering, basic analysis, and issue resolution of core society business functions as needed
• Aid with Salesforce User Testing for PES Committee Management System
• Update web and social media outlets
• Coordinate PES Technical Activities awards program
• Prepare payments to vendors
• Aid with publicity and promotional collateral materials
• Answer inquiries from members
• Answer customer mailbox inquiries promptly and professionally
• Respond to emails and other digital queries and correspondence
• Draft and edit letters, reports, and other documents
• Input and update information in databases and spreadsheets with a high degree of accuracy
• Use Google Workspace and Microsoft Office to create, edit, and share documents, spreadsheets, and presentations efficiently
• Conduct research as requested and compile and summarize information for reports or presentations
• Schedule meetings, prepare meeting agendas, and take meeting minutes
• Build and maintain master schedules and timelines, track deadlines across multiple concurrent workstreams, and follow up to keep projects on track
• Track budgets against actuals, flag variances, and prepare clear summaries to support committee decision-making

Requirements

• Ability to read and comprehend work documents and business correspondence
• Strong customer focus and interpersonal skills
• Ability to build relationships and interact with all levels of staff, external vendors, members/volunteers, and/or other clients
• Ability to apply instructions and established procedures and guidelines and choose a solution from prescribed options
• Balance multiple tasks and effectively prioritize and anticipate needs
• Proficiency in MS Office applications especially MS Word, Excel, and PowerPoint, use of internet and web-based email
• Familiarity with systems/applications utilized by the department for expense management, procurement, budgeting, and other business activities