Jobs and Careers

Sr Administrative Assistant (N0512B)

IEEE

Piscataway, United Statesfull_timeVerifiedPosted 15 May 2026

💰 $66,000/yr($49,040/yr – $66,000/yr)

About the role

Sr Administrative Assistant (N0512B) - 260178: OPS-C40

Description

Job Summary
This position is responsible for administration and project support activities associated with the daily management of the Product Design and Platform Design groups (approx. 30 employees) , which includes remote staff located in the US and throughout the world. This position is also responsible for supporting the two senior directors leading these groups.

Key Responsibilities

Administrative Support (25%)
Schedules and plans meetings, makes, travel arrangements,, and prepares/processes expense reports for 2 Sr. Directors
Advises and trains staff (approx.30 employees)on expense reporting procedures
Maintains, orders, and processes invoices for inventory supplies within set budget
Coordinates exchange of confidential information on staff employees, including PCNs and job requisitions
Assists HR and staff in scheduling interviews and candidate visits
Coordinates and plans space requirements for department
Processes new hire setups, including acquiring required logins, space and equipment
General Administrative Tasks (5%)
Collects data, calculates metrics, and prepares ad hoc finance reports as needed
Prepares & distributes internal and external communications as needed
Prepares overheads (graphs and charts) using MS PowerPoint & other graphing programs
Performs all other necessary tasks as required
Staff Support (10%)
Trains staff for expense reporting, procurement procedures and account classifications
Serves as point of contact for staff to resolve hardware issues, administrative needs, travel concerns, and questions on IEEE policy and procedures. Prompt and immediate response is required..
IT Support (10%)
Monitors laptop lease expirations and places orders for new equipment.
Processes orders for non-standard hardware/software and tracks procurement approval process
Procurement/Financial Support (25%)
Advises team members on procedures and policies for procurement needs
Serves as liaison to Strategic Sourcing department to ensure orders are processed efficiently
Coordinates the purchase and payment of goods and services requested by teams and reconciles credit card statements at end of payment cycle
Initiates process and provides guidance on the IEEE Project Request (IPR) System
Works with Finance Manager to obtain account validity on expenditures, ensuring expenses are charged to the proper accounts and cost centers
Works with Finance Manager to maintain key listings of valid account numbers for bookkeeping accuracy
Resolves payment discrepancies with vendors
Liaison with Staff to ensure they are kept apprised of changes in financial reporting and responsible for bringing their concerns back to management
Departmental & Process Administration (10%)
Regularly reviews departmental processes and practices. Recommends improvements that will more efficiently and effectively streamline processes and reduce costs. This may involve creating documentation and process flows, creating job aids and other staff resources and meeting with other members of IEEE staff to recommend changes
Provides WebEx support for meetings and staff. Reviews and approves WebEx bills on a monthly basis to determine usage and charges and recommends ways to reduce costs.
Project Support 15%)
Provides project support to the Product Design and Platform Design teams on an ad hoc basis.
Identifies deadlines and informs management of roadblocks to meeting them
Collaborates and coordinates with outside agencies and volunteers to ensure project requirements are satisfied.