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