Society Executive Administrator and Project Manager (E5996) (Administrative)

Job Summary
The overall purpose of this position is to provide a high level of administrative support that facilitates the high functioning of the IEEE PES Executive Director, PES leadership team, and the Power & Energy Society (PES). This position provides a high level of personal and customer support and is expected to be a builder and maintainer of professional relationships on behalf of the IEEE PES Executive Director and the Power & Energy Society (PES) while functioning in an extremely visible and confidential role. The incumbent provides administrative support by conducting research, preparing reports, handling information requests, tracking certain departmental budget, and performing functions such as arranging events, scheduling meetings and booking travel. This position will intercept requests to the IEEE PES Executive Director and assign to other PES staff for completion.

In addition, this position operates as a project manager for various ongoing projects and additional assignments as needed. There is also some degree of event planning support in this role. This role may require the ability to interface with senior level internal and external executives, government officials and renowned individuals from a variety of fields in a manner that upholds the brand and reputation of IEEE and the Society Executive Director.

The role reports to the Society Executive Director of PES and is an individual contributor.

Key Responsibilities

• Executive Support – 50% • High level administrative support • Leads calendaring and prioritization of meetings, events in an efficient manner, sets up and communicates any web details accounting for global time zones, etc. • Pro-actively manages the Society Executive Director's schedule of meetings/appointments; prioritizing meetings according to importance and anticipate requirements • Instances when the Society Executive Director is unable to be present, attend meetings and report back on outcomes. • Arranges domestic and international travel for Society Executive Director, and others as requested, ensuring registrations for any events, hotel, air, transportation. • Prepares travel itineraries and briefing packages for meetings. • Handles expense reports • Orders departmental supplies • Planning lead for staff and department meetings. • Manages PES staff wide communications. • Coordinate departmental processes, including those from volunteers, such as expense reimbursement reviews and approvals, strategic sourcing, contracting, etc. • Advises PES Staff of any IEEE procedural changes (e.g. Expense Management, mandatory training, operational changes published in Inside IEEE, etc.) • Compiles and edits documents, reports, correspondence and presentations on behalf of the Society Executive Director, other staff, and volunteer leaders as requested. • Pro-actively keeps Society Executive Director apprised of any urgent items that require immediate attention or action. • Maintains and updates the IEEE PES Governing Board Rosters, Executive Office Staff Organizational Chart, various volunteer groups and committee rosters and listservs. • Maintains a world-class level of customer focus and support.
• Project Management – 40% • Oversee and manage annual projects/processes such as; ◦ volunteer onboarding and training ◦ volunteer recognition ◦ nominations and appointments for the IEEE PES Governing Board ◦ reviews and changes to bylaws and operations manual • Governing Board and ExCom Support ◦ Assist with taking and producing meeting minutes ◦ Recording, distributing and tracking action items ◦ Coordinating electronic/email votes as necessary ◦ Additional support as requested • Analyzes operations and workflow processes e.g. monitoring of project deadlines and makes recommendations that will result in more effective business operations and faster delivery of services to staff and internal and external clients. • Other projects as directed by the Society Executive Director.
• Event Management Support – 10% • Manages, organizes, and executes all logistical aspects of assigned events (Governing Board, ExCom, and other meetings) and projects, within budget plans and/or guidelines (F&B, Setup, AV, Exhibits, Special events, Companion programs, shipping, etc.). Liaising with IEEE CEE and professional conference organizers when needed. • Works with venue staff and all vendors to ensure that event is executed seamlessly • Prioritizes the importance of both IEEE staff and volunteer requests • Provides onsite management for meetings, conferences, and/or other events as needed. • Organizes and coordinates departmental events such as staff anniversaries and other employee recognition events.

Travel Information

• 20% Domestic and International

Education

• Bachelor's degree or equivalent experience Req

Work Experience

• 4-7 years Executive and administrative operations support, or relevant business experience that includes supporting a key executive Req
• 2-4 years Meeting planning and support experience Pref

Skills and Requirements

• Professional background must include experience in a customer-focused business environment that demonstrates knowledge and support of a key executive
• Demonstrated strategic thinking related to assigned projects
• Demonstrates strong attention to detail
• Strong oral and written communications skills
• Excellent interpersonal skills; Interacts heavily with diverse IEEE professional core/volunteers; requires diplomacy and tact to deal with all levels - must be sensitive to the differences and positions
• Must perform the essential functions and reach desired outcomes while exercising tact and discretion, and project/task execution skills
• Ability to exhibit a high level of confidentiality and appropriate handling of sensitive materials
• Exceptional project and time management skills with the ability to prioritize and oversee multiple events concurrently – skilled in multitasking
• Strong skills in creating and editing documents, reports, and correspondence
• Understands the organizational impact of decisions, actions and changes and ensures that knowledge is reflected in internal communications of an environment that requires discretion and independent judgment
• Must be skilled in developing processes for benchmarking, gathering business measurements, instituting a system for department-wide metrics, and continuous improvement
• Must possess active listening skills and be able to apply knowledge with discernment, innovation and creativity in order to ask appropriate questions, and to discern and resolve the needs of the Society Executive Director, including internal and external clients
• Must be able to plan and establish priorities for specific tasks and projects and demonstrate resourcefulness to resolve challenges, solve problems and meet deadlines
• Must be able to think through scheduling conflicts in the Society Executive Director's absence
• Must be able to make administrative decisions to represent the Society Executive Director in a professional, thoughtful, and thorough manner
• Sound judgment to create effective operational procedures
• Must be a high-level multi-tasker and must be able to find quick solutions to last minute issues.
• Must be a technologically savvy knowledge worker who seeks out technology solutions to business challenges; Advanced competency with Microsoft office tools, including Word, Excel, and PowerPoint is required; General knowledge of Google environment (e.g. Gmail, Google Apps, Google Drive, etc.) and SmartSheets is a plus.
• 15% domestic travel and occasional international travel

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 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.