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:
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Create agendas and set up Webex
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Provides administrative support for educational programs and initiatives
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Builds and maintains communications, such as e-newsletter and publications
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Set up Purchase Orders and ensure expeditious expense reimbursement requests
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Perform data gathering, basic analysis, and issue resolution of core society business functions as needed
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Assist with Salesforce User Testing for PES Committee Management System
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Update web and social media outlets
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Coordinate PES Technical Activities awards program
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Prepare payments to vendors
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Assist with publicity and promotional collateral materials
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Answer inquiries from members
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Answers customer mailbox inquiries promptly and professionally
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Responds to emails and other digital queries and correspondence.
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Drafts and edits letters, reports, and other documents
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Inputs and updates information in databases and spreadsheets with a high degree of accuracy
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Uses Google Workspace and Microsoft Office to create, edit, and share documents, spreadsheets, and presentations efficiently
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Conducts research as requested and compiles and summarizes information for reports or presentations.
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Schedules meetings, prepares meeting agendas, and takes meeting minutes
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Builds and maintains master schedules and timelines, tracks deadlines across multiple concurrent workstreams, and follows up to keep projects on track
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Tracks budgets against actuals, flags variances, and prepares clear summaries to support committee decision-making
