Administrative Assistant - Temporary

Institute of Electrical and Electronics Engineers • Piscataway, NJ • 3h ago

APPLYONREQ" class="inputbutton" onclick="javascript:setEvent(event);requisitionapplyOnRequisition('requisitionDescriptionInterface','actApplyOnReq',ftlapi.lstVal('requisitionDescriptionInterface', 'requisitionDescriptionInterface.descRequisition', 'requisitionDescriptionInterface.ID1206', this),'application');return ftlUtil_followLink(this);"/> Administrative Assistant - Temporary - 260246 : N/A Description 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 and budgets across multiple concurrent workstreams; and maintains accurate data and reporting. The role requires a high degree of organization, discretion, and follow-through, and consistently presents a positive and professional image of the organization.Key ResponsibilitiesAdministrative & Office Support- Provides administrative support to ensure efficient office operations.- Supports colleagues across the organization as needed and adapts to changing priorities.- Ensures that deadlines are met and that competing demands are balanced effectively.- Presents a positive and professional image for the organization at all times.Communications & Correspondence- Answers customer mailbox inquiries promptly and professionally.- Responds to emails and other digital queries and correspondence.- Drafts and edits letters, reports, and other documents.Records, Documents & Data Management- Maintains digital filing systems and shared file structures, records, and reusable process documentation to support continuity and smooth handoffs.- Inputs and updates information in databases and spreadsheets with a high degree of accuracy.- Uses Google Workspace and Microsoft Office to create, edit, and share documents, spreadsheets, and presentations efficiently.- Conducts research as requested and compiles and summarizes information for reports or presentations.- Compiles and maintains multi-year data and key performance indicators (KPIs) to inform planning and reporting.Meeting & Event Coordination- Schedules meetings, prepares meeting agendas, and takes meeting minutes.- Coordinates logistics for meetings, including room setup and catering.- Supports event and meeting operations, including registration, attendee questions, materials, and on-site logistics.- Coordinates vendors, venues, and logistics; gathers and compares quotes; and serves as a central point of contact.Project & Budget Coordination- Builds and maintains master schedules and timelines, tracks deadlines across multiple concurrent workstreams, and follows up to keep projects on track.- Tracks budgets against actuals, flags variances, and prepares clear summaries to support committee decision-making.Confidentiality & Compliance- Handles sensitive information with discretion to maintain confidentiality and security and to ensure compliance with privacy policies and regulations. Qualifications Education- High school diploma or GED equivalent; some college coursework a plus. [Required] Work Experience- Minimum of 2-4 years of relevant experience. [Required]- Prior office experience. [Required]- Proficiency in Google Workspace (Docs, Sheets, Slides). [Required]- Proficiency in Smartsheet. [Preferred]- Prior project-coordination, event, or association-operations experience. [Plus] Skills & Requirements- Positive, customer-focused attitude in dealing with a variety of volunteers and members.- Excellent English-language skills, both written and oral.- Strong organizational and time-management skills, with the ability to balance demands and meet schedules.- Ability to handle multiple projects simultaneously and to track and report the status of each.- Ability to work under pressure in a fast-paced environment.- Helpful attitude, with the ability to anticipate and address administrative issues.- Cooperative approach to working with other staff to address member issues.- High-quality standards, including a high degree of accuracy in communications and record keeping.- Proficiency with Google Workspace (Docs, Sheets, Drive, Gmail, and Calendar) and Microsoft Office (Word and Excel).- Professional demeanor, with the ability to handle confidential material.- Sensitivity to diverse cultures and customs.- Project-management mindset, with the ability to plan, prioritize, and drive multiple concurrent workstreams through to completion.- Persistent follow-through includes tracking open items and chasing outstanding tasks until they close. MIN: $25.00 MAX: $30.00 Job : Administration Primary Location : United States-New Jersey-Piscataway : Schedule : Full-time Job Type : Temporary Job Posting : Jun 26, 2026, 9:32:33 AM Req ID: 260246

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