Administrator and Project Manager

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