Temporary EA

Temporary Executive Assistant

Job Summary
The temporary incumbent in this position is primarily responsible for supporting the Managing Director’s administrative/operational functions. The position will report directly to the Managing Director, MGA (Membership & Geographic Activities) and will work in the capacity of an individual contributor under minimal supervision.

Key Responsibilities

• Provides primary, high-level administrative support to the Managing Director and will interface with the Managing Director’s direct reports and other staff.
• Maintains Managing Director’s calendar and ensures integrity of schedule, coordinates frequent global travel arrangements, and handles correspondence, phone calls, presentations, and other departmental workflow items.
• Daily monitors the Managing Director’s approval requests/action items.
• Follow-up on assignments/deadlines as directed by the Managing Director.
• Responds to incoming requests from IEEE Staff/Volunteers/Customers, etc. and recommends action/response.
• Processes expense reports
• Schedules Managing Director’s Staff Meetings.
• Establishes WebEx for meetings, invites participants, performs event management and moderation for small to moderate sized meetings with global participants.
• Establishes MGA department meeting schedule; manages timing and presentations of each meeting. Works to engage audience by recommending agenda and identifying possible new segments and guest speakers. Works with Facilities and IT on logistics. Creates and distributes meeting surveys and reviews responses with the Managing Director to continually improve each meeting.
• Maintains accurate files in accordance with the records management guidelines.
• Manages new employee processes and may coordinate department onboarding.
• Exhibits management skills in prioritizing workload – especially during peak times in order to obtain required results. Ability to adjust workload and focus in order to facilitate timely completion of projects/activities.
• Provides Project Management support on an as needed basis.
• Handles and serves as contact for miscellaneous administrative issues
• Document Authority: This position has no direct document authority other than the access to the Managing Director’s calendar and the authority to respond to meeting requests for the Managing Director.
• Other Actions: This position is expected to suggest and implement changes to departmental procedures within the scope of responsibility.
• Fulfills other duties as assigned to ensure effective operations related to MGA.

Education

• High School diploma required
• Associates Degree or bachelor’s degree in a Business Administration or related field preferred.

Work Experience

• 4-7 years executive administrative experience in supporting a senior level executive in a global organization required.
• Project administration preferred but not required.

Skills and Requirements

• Must have excellent “people” skills. E-mails are often sent on behalf of the Managing Director and the Leadership Team and must be carefully written since they reflect the integrity of the office.
• Professionalism, service focus, results oriented and timeliness are key attributes in the success of this role. Discretion and good judgement required.
• Ability to work under pressure. Ability to work cooperatively and effectively with Staff on all levels on a daily basis and also with volunteers, members and customers/third parties.
• Confidentiality is of the utmost importance and must demonstrate a high degree of professionalism when dealing with sensitive and/or confidential matters.
• Proactively works under general guidelines, with little or no supervision, must be able to solve administrative problems and respond to volunteer/staff inquiries; identify and develop potential solutions to problems; implement solutions once agreed upon with management; and represent the MGA department in a knowledgeable, professional manner.
• Must possess strong and effective verbal communication skills in English when interfacing face-to-face, virtually or via telephone with staff, volunteers and customers. Interactions with others requires strong listening skills in order to understand issues/challenges, and express recommendations for improvement in a way that builds bridges with challenges and customers.
• Outstanding verbal and written (formal and informal) communication skills and be able to effectively communicate with an international audience.
• Excellent interpersonal skills including the ability to work well with all levels of volunteers and staff across the organization in a professional proactive and effective manner.
• Demonstrated experience with executive meeting preparation and with global travel arrangements.
• Must have demonstrated experience using WebEx or similar teleconferencing/meeting collaboration systems
• Must be diligent in resolving issues with members
• Proven project coordination experience
• Self-motivated and energetic
• Organization and flexibility are important with the ability to manage multiple priorities, meet deadlines and work effectively as part of a team during times of intense demand. Strong attention to detail.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google environment (Gmail, Google Drive, etc.)