Administrative Assistant - Marketing Planning & Corporate Communications

Job summary:

This position provides administrative support and will build and maintain professional relationships on behalf of two of the Senior Directors in the Brand, Marketing & Communications OU. The individual must be able to act independently, possess good judgement, and discern and maintain a strict level of confidentiality. The incumbent provides support by conducting research, preparing correspondence, reports, and presentations, managing information requests, arranging conference calls, and scheduling meetings. Communications are by phone, email, and in writing. This role involves a fair amount of interaction with staff and will liaison with all IEEE business units as needed.

The role will report directly to the Senior Director, Marketing Planning & Transformation and has a dotted line to the Senior Director, Public Relations & Corporate Communications. This position works with low supervision and high confidentiality.

Key responsibilities:

• Manages the calendars and day-to-day activities of the Senior Directors.

• Arranges group meetings and events for the two groups (Marketing Planning & Transformation and Corporate Communications) and other cross-functional / cross-OU meetings when needed.

• Coordinates the schedule and travel needs of Senior Directors across Marketing, Planning & Transformation and Corporate Communications team.

• Utilizes technology tools to create presentations, spreadsheets, flowcharts, business processes as required.

• Occasionally on call after regular working hours to manage unforeseen travel needs.

• Combines and edits materials for final deliverables to the CMO and other senior leadership as needed.

• Prepares expense reports for approval in the NextGen Expense system for the Senior Directors.

• Updates organizational charts and staff contact list monthly through the use of multiple HR staffing reports (headcount and fusion reports).

• Ensures effective relationships are built and maintained internally and externally, while ensuring proprietary information is protected and a confidential environment is maintained.  

• Reviews, reconciles, and approves expense reports for leadership to ensure compliance per IEEE policies.

• Arranges travel logistics to IEEE travel policies and obtains the proper government documents needed for the Senior Directors. Supports other team members for critical needs.

• Coordinates staff meetings, mid-year and annual performance review meetings, summer luncheon/outing, and annual team holiday celebration.

• Contributes to creating team culture and staff inclusive activities and