Executive Assistant (N0496E)

Description

Job Summary

This position provides executive level support that facilitates the functioning of the Managing Director. The individual in this role is expected to build and maintain professional relationships on behalf of the Managing Director and the business unit. The individual must be able to act independently, possess good judgement, and discern and maintain a strict level of confidentiality. The incumbent provides high-level support by conducting research, preparing correspondence, reports, and presentations, managing information requests, arranging conference calls, and scheduling meetings. They will also support department projects, events and central service activities as required.

The role will report directly to the Chief of Staff. This position works under minimal level of supervision.

Key Responsibilities

• Executive-Level Administrative Support for Managing Director/SLT
• Coordinates the schedule, calendar and travel needs of the Managing Director in an efficient manner. Arranges travel logistics to IEEE travel policies and obtains the proper government documents needed. Occasionally on call after regular working hours to manage unforeseen travel needs.
• Utilizes technology tools to create presentations, spreadsheets, flowcharts, business processes as required.
• Prepares expense reports for approval in NextGen Expense system
• Arranges high-level meetings and events for Managing Director; coordinates logistics through internal and external vendors, executes contracts, and acts as a liaison prior to and during day-of event.
• Internal Event Coordination:
• Coordinates three full staff meetings annually: Q1 Year Review, Summer Staff Outing, and Q4 Year End Celebration
• Customer Service Week: occurs annually, every first week of October; creates staff inclusive activities and provides communication between the IEEE and OUs
• Provides support to the Senior Management Team as required: scheduling monthly SLT meetings and the year-end HR/SA Performance Calibration meetings.
• Updates Visio organizational charts and staff contact list monthly through the use of multiple HR staffing reports (Headcount and Fusion reports).
• Onboarding new staff
• Budget & Forecast support

Qualifications

Education

• H.S. diploma Req
• Associate's degree or equivalent experience Business Administration or related field Pref

Work Experience

• 4-7 years of relevant business experience. Req
• 4-7 years 4+ years of experience supporting a key executive. Req
• Background must include experience in a customer-focused business environment that demonstrates knowledge and skill in the following areas: Req
• o High-level administrative support for a key Executive
• o Gathering, compiling, and researching information
• o Processes evaluation and quality efforts
• o Relationship management and customer service

Skills and Requirements

• Demonstrated abilities to create presentations for Staff and occasionally be the presenter.
• 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. Should also be capable of editing documents for content clarity and use of English language.
• Must be able to read and comprehend the IEEE Constitution, Bylaws, and policies and processes, industry journals, and IEEE publications.
• Confidentiality required is a must on staff and financial matters. Serve as liaison between SA and other staff groups at the Executive administrative level and others as needed.
• Ability to balance multiple projects simultaneously with minimal supervision while meeting deadlines is a must.
• Must be a technologically savvy knowledge worker who seeks out technology solutions to business challenges. Specific technology knowledge and experience needed to produce the desired outcomes include the following: Microsoft Office Suite applications, Lotus Notes , and Excel, PowerPoint, Word, CRM and other relational databases.

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, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions.

IEEE is an EEO/AAP Employer/Protected Veteran/Disabled

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.