Job Description
Job Description
Job Summary
The overall purpose of this position is to provide high-level administrative support that facilitates the efficient functioning of the IEEE EMBS Executive Director, the EMBS Executive Office (EO) team, and the Engineering Medicine and Biology Society (EMBS). This position provides a high level of personal and customer support. It is expected to be a builder and maintainer of professional relationships on behalf of the IEEE EMBS Executive Director and the Engineering Medicine and Biology Society (EMBS) while functioning in a visible and confidential role.
The incumbent provides administrative support by conducting research, preparing reports, handling information requests, tracking specific departmental budget items, and performing functions such as arranging events, scheduling meetings, and booking travel arrangements. This position will intercept requests to the IEEE EMBS Executive Director and assign them to other EMBS staff for completion.
- Additionally, this position serves as a project manager for various ongoing projects and handles additional assignments as needed. This role also provides some degree of event planning support. This role may require the ability to interface with senior-level internal and external executives, government officials, and renowned individuals from various 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 EMBS and is an individual contributor.
Key Responsibilities
Executive Support – 50%
Provide high-level administrative support.Lead calendaring and prioritization of meetings, events, and web details across time zones.Arrange domestic and international travel for the Society Executive Director and others as requested, ensuring event registrations, hotel, air, and transportation are covered.Prepare travel itineraries and briefing packages.Handle expense reports and order departmental supplies.Serve as planning lead for staff and department meetings.Manage EMBS staff-wide communications.Coordinate departmental processes, including those from volunteers (e.g., expense reimbursement reviews, strategic sourcing, contracting).Advise EMBS staff of IEEE procedural changes (e.g., expense management, training, operational updates).Compile and edit documents, reports, correspondence, and presentations on behalf of the Society Executive Director, staff, and volunteer leaders.Keep the Society Executive Director apprised of urgent items requiring immediate attention.Maintain and update IEEE EMBS Governing Board rosters, Governance documents (including motion records, bylaws, operation manuals, and volunteer committee rosters and listservs.Maintain a world-class level of customer focus and support.Project Management – 40%
Oversee and manage annual projects and processes, such as :◦ Volunteer onboarding and training
◦ Volunteer recognition
◦ Nominations and appointments for the IEEE EMBS Governing Board
◦ Reviews and changes to bylaws and operations manual
Provide Governing Board and ExCom support, including :◦ Taking and drafting meeting minutes for approval by the Executive Director.
◦ Recording, distributing, and tracking action items
◦ Coordinating electronic / email votes
◦ Additional support as requested
Analyze operations and workflow processes, monitor project deadlines, and recommend improvements for more effective business operations.Manage other projects as directed by the Society Executive Director, such as disbursement and tracking of funds to chapters, sponsorship commitments, and different requests and requirements.Event Management Support – 10%
Manage and execute all logistical aspects of assigned events (Governing Board, ExCom, and other meetings) within budget plans and guidelines.Liaise with IEEE CEE and professional conference organizers as needed.Work with venue staff and vendors to ensure seamless execution.Prioritize both IEEE staff and volunteer requests.Provide on-site management for meetings, conferences, and events.Organize and coordinate departmental events such as staff anniversaries and employee recognition events.Travel Information
20% Domestic and InternationalQualifications - External
Education
Bachelor's degree or equivalent experience requiredWork Experience
4-7 years Executive and administrative operations support, or relevant business experience that includes supporting a key executive Req2-4 years Meeting planning and support experience PrefSkills and Requirements
Professional background must include experience in a customer-focused business environment that demonstrates knowledge and support of a key executiveDemonstrated strategic thinking related to assigned projectsDemonstrates strong attention to detailStrong oral and written communications skillsExcellent 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 positionsMust perform the essential functions and reach desired outcomes while exercising tact and discretion, and project / task execution skillsAbility to exhibit a high level of confidentiality and appropriate handling of sensitive materialsExceptional project and time management skills with the ability to prioritize and oversee multiple events concurrently – skilled in multitaskingStrong skills in creating and editing documents, reports, and correspondenceUnderstands 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 judgmentMust be skilled in developing processes for benchmarking, gathering business measurements, instituting a system for department-wide metrics, and continuous improvementMust 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 clientsMust be able to plan and establish priorities for specific tasks and projects and demonstrate resourcefulness to resolve challenges, solve problems and meet deadlinesMust be able to think through scheduling conflicts in the Society Executive Director’s absenceMust be able to make administrative decisions to represent the Society Executive Director in a professional, thoughtful, and thorough mannerSound judgment to create effective operational proceduresMust be a high-level multitasker 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 the Google environment (e.g., Gmail, Google Apps, Google Drive, etc.) and SmartSheets is a plus.15% domestic travel and occasional international travelOther Requirements :
As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.
PLEASE NOTE : This position does not include employer-sponsored immigration support; this applies to all individuals in F (both CPT and OPT), J, H, L, or O status.
For information on work demands and conditions required for this position, please refer to the ADA Requirements document. 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 intended to be a comprehensive inventory of all duties and qualifications required of 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.
Company Description
Advancing Technology for Humanity
IEEE and its members inspire a global community through highly-cited publications, conferences, technology standards, and professional and educational activities.
Company Description
Advancing Technology for Humanity\r\nIEEE and its members inspire a global community through highly-cited publications, conferences, technology standards, and professional and educational activities.
