Temporary - Administrative Assistant

Skills and Requirements:

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• Ability to read and comprehend work documents and business correspondence
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• Must be able to write clear and effective correspondence using proper English grammar and syntax and have excellent proofreading skills
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• 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
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• Ability to apply instructions and established procedures and guidelines and choose a solution from prescribed options
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• Must be able to balance multiple tasks and effectively prioritize and anticipate needs
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• Proficiency in MS Office applications especially MS Word, Excel, and PowerPoint, use of internet and web-based email
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• Must be familiar with systems/applications utilized by the department for expense management, procurement, budgeting, and other business activities
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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.
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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
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