Actuals, Administrative Skills, Analysis Skills, Budget Management, Budgeting, Calendar Management, Customer Relations, Data Collection, Data Quality, Decision Support, English Language, Establish Priorities, Expense Management, Expense Tracking, IEEE (Institute of Electrical and Electronic Engineers), Interpersonal Skills, Logistics, Mail Processing, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Microsoft Word, Multitasking, Newsletter, Operational Support, Order Processing, Problem Solving Skills, Procedure Development, Project Tracking, Project/Program Coordination, Proofreading, Publications, Purchase Orders, Purchasing/Procurement, Records Management, Reimbursement, Research Skills, Resolve Customer Issues, Salesforce.com, Social Media, Spreadsheets, Time Management, Web-Based Email, WebEx, Writing Skills
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This position is responsible for providing administrative support to IEEE's Power & Energy Society (PES).
The Administrative Assistant provides comprehensive administrative, project-coordination, and operational support to ensure the efficient day-to-day functioning of the office. Working closely with staff, volunteers, members, vendors, and external stakeholders, the incumbent manages correspondence, records, schedules, and logistics; coordinates meetings and events; tracks projects across multiple concurrent workstreams; and maintains accurate data and reporting.
Specific duties include but not limited to:
- 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
- Assist 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
- Assist with publicity and promotional collateral materials
- Answer inquiries from members
- Answers customer mailbox inquiries promptly and professionally
- Responds to emails and other digital queries and correspondence.
- Drafts and edits letters, reports, and other documents
- Inputs and updates information in databases and spreadsheets with a high degree of accuracy
- Uses Google Workspace and Microsoft Office to create, edit, and share documents, spreadsheets, and presentations efficiently
- Conducts research as requested and compiles and summarizes information for reports or presentations.
- Schedules meetings, prepares meeting agendas, and takes meeting minutes
- Builds and maintains master schedules and timelines, tracks deadlines across multiple concurrent workstreams, and follows up to keep projects on track
- Tracks budgets against actuals, flags variances, and prepares clear summaries to support committee decision-making
'',''!*!
This position is responsible for providing administrative support to IEEE's Power & Energy Society (PES).
The Administrative Assistant provides comprehensive administrative, project-coordination, and operational support to ensure the efficient day-to-day functioning of the office. Working closely with staff, volunteers, members, vendors, and external stakeholders, the incumbent manages correspondence, records, schedules, and logistics; coordinates meetings and events; tracks projects across multiple concurrent workstreams; and maintains accurate data and reporting.
Specific duties include but not limited to:
- 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
- Assist 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
- Assist with publicity and promotional collateral materials
- Answer inquiries from members
- Answers customer mailbox inquiries promptly and professionally
- Responds to emails and other digital queries and correspondence.
- Drafts and edits letters, reports, and other documents
- Inputs and updates information in databases and spreadsheets with a high degree of accuracy
- Uses Google Workspace and Microsoft Office to create, edit, and share documents, spreadsheets, and presentations efficiently
- Conducts research as requested and compiles and summarizes information for reports or presentations.
- Schedules meetings, prepares meeting agendas, and takes meeting minutes
- Builds and maintains master schedules and timelines, tracks deadlines across multiple concurrent workstreams, and follows up to keep projects on track
- Tracks budgets against actuals, flags variances, and prepares clear summaries to support committee decision-making
'',''!*!
Skills and Requirements:
- Ability to read and comprehend work documents and business correspondence
- Must be able to write clear and effective correspondence using proper English grammar and syntax and have excellent proofreading skills
- Must have 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
- Must be able to 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
- Must be familiar with systems/applications utilized by the department for expense management, procurement, budgeting, and other business activities
'',''!*!
Skills and Requirements:
- Ability to read and comprehend work documents and business correspondence
- Must be able to write clear and effective correspondence using proper English grammar and syntax and have excellent proofreading skills
- Must have 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
- Must be able to 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
- Must be familiar with systems/applications utilized by the department for expense management, procurement, budgeting, and other business activities
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T
The Institute of Electrical and Electronics Engineers
IEEE is the world's largest professional association dedicated to advancing technological innovation and excellence for the benefit of humanity. IEEE and its members inspire a global community through IEEE's highly cited publications, conferences, technology standards, and professional and educational activities.
IEEE creates an environment where members collaborate on world-changing technologies – from computing and sustainable energy systems, to aerospace, communications, robotics, healthcare, and more. The strategic plan of IEEE is driven by an envisioned future that realizes the full potential of the role IEEE plays in advancing technology for humanity.