Sr Executive Administrator

Job Summary The Senior Executive Administrator provides high-level executive, administrative, operational, and project coordination support to the Chief of Staff and the Office of Strategy, Innovation, and Engagement (OSIE). This role serves as a trusted partner responsible for managing executive operations, coordinating strategic initiatives, supporting financial and administrative processes, and ensuring the smooth execution of activities across the Strategy and Innovation teams. The position serves as the primary executive support resource for the Chief of Staff and provides administrative support to the Chief Innovation Officer and Strategy team. The role also serves as a key backup resource for senior volunteer operations and executive communications activities, ensuring continuity of support for enterprise leadership, volunteer engagement, and governance-related work. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while exercising discretion, professionalism, and sound judgment. Key Responsibilities Executive Support to the Chief of Staff Manage complex calendars, scheduling priorities, and meeting coordination for the Chief of Staff. Coordinate domestic and international travel arrangements, including itinerary development, transportation, accommodations, and logistics. Support budget tracking, forecasting, invoice management, and financial reporting activities for the Office of Strategy, Innovation, and Engagement. Draft, edit, and proofread correspondence, presentations, reports, talking points, and other executive materials. Track action items, commitments, and follow-up activities arising from executive meetings. Support vendor relationships and serve as an administrative point of contact for operational matters. Strategy Office Operations Support Provide administrative and operational support to the Senior Director, Enterprise Strategy Execution & Integration; Senior Manager(s); and Project Manager(s). Manage contracts, purchase orders, invoices, and vendor documentation. Maintain budget tracking tools and assist with financial forecasting and reporting. Coordinate team meetings, retreats, workshops, and planning sessions. Assist with presentation development, meeting materials, and executive reporting. Innovation Office Support Provide calendar and expense management support for the Chief Innovation Officer. Assist with event planning and logistics, including conference exhibits, innovation showcases, and stakeholder engagements. Consolidate meeting materials and presentations and provide meeting operations support, including virtual meeting facilitation, breakout room management, timing, and logistics coordination. Coordinate with vendors and internal stakeholders to support innovation initiatives and events. General Office and Administrative Support Serve as a backup resource supporting senior volunteer operations and executive communications activities. Assist with drafting, tracking, and coordinating responses to correspondence directed to IEEE leadership. Support the preparation and maintenance of volunteer leadership travel itineraries and engagement schedules. Assist with tracking event requests, pending engagements, invitations, and declinations for volunteer leadership. Support logistics planning for presidential travel and events, including calendar updates, travel documentation tracking, visa requirements, and meeting logistics. Assist with preparation of executive briefing materials and research. Support volunteer travel administration processes, including upgrade approvals and travel documentation management. Assist with the maintenance of leadership travel schedules, engagement trackers, and event logistics checklists. Coordinate video production requests and scheduling activities with internal and external partners. Support special mailings, recognition programs, and executive outreach initiatives. Troubleshoot travel, credit card, and vendor-related administrative issues as needed. Coordinate meetings, agendas, materials, and logistics across multiple stakeholder groups. Maintain confidential records and sensitive information with discretion. Identify opportunities to improve administrative processes and operational efficiency. Support special projects and strategic initiatives as assigned. Provide cross-functional support and backup coverage across the Office of Strategy, Innovation, and Engagement. Travel Information 20% Domestic and International May include nights and weekends Job Summary The Senior Executive Administrator provides high-level executive, administrative, operational, and project coordination support to the Chief of Staff and the Office of Strategy, Innovation, and Engagement (OSIE). This role serves as a trusted partner responsible for managing executive operations, coordinating strategic initiatives, supporting financial and administrative processes, and ensuring the smooth execution of activities across the Strategy and Innovation teams. The position serves as the primary executive support resource for the Chief of Staff and provides administrative support to the Chief Innovation Officer and Strategy team. The role also serves as a key backup resource for senior volunteer operations and executive communications activities, ensuring continuity of support for enterprise leadership, volunteer engagement, and governance-related work. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while exercising discretion, professionalism, and sound judgment. Key Responsibilities Executive Support to the Chief of Staff Manage complex calendars, scheduling priorities, and meeting coordination for the Chief of Staff. Coordinate domestic and international travel arrangements, including itinerary development, transportation, accommodations, and logistics. Support budget tracking, forecasting, invoice management, and financial reporting activities for the Office of Strategy, Innovation, and Engagement. Draft, edit, and proofread correspondence, presentations, reports, talking points, and other executive materials. Track action items, commitments, and follow-up activities arising from executive meetings. Support vendor relationships and serve as an administrative point of contact for operational matters. Strategy Office Operations Support Provide administrative and operational support to the Senior Director, Enterprise Strategy Execution & Integration; Senior Manager(s); and Project Manager(s). Manage contracts, purchase orders, invoices, and vendor documentation. Maintain budget tracking tools and assist with financial forecasting and reporting. Coordinate team meetings, retreats, workshops, and planning sessions. Assist with presentation development, meeting materials, and executive reporting. Innovation Office Support Provide calendar and expense management support for the Chief Innovation Officer. Assist with event planning and logistics, including conference exhibits, innovation showcases, and stakeholder engagements. Consolidate meeting materials and presentations and provide meeting operations support, including virtual meeting facilitation, breakout room management, timing, and logistics coordination. Coordinate with vendors and internal stakeholders to support innovation initiatives and events. General Office and Administrative Support Serve as a backup resource supporting senior volunteer operations and executive communications activities. Assist with drafting, tracking, and coordinating responses to correspondence directed to IEEE leadership. Support the preparation and maintenance of volunteer leadership travel itineraries and engagement schedules. Assist with tracking event requests, pending engagements, invitations, and declinations for volunteer leadership. Support logistics planning for presidential travel and events, including calendar updates, travel documentation tracking, visa requirements, and meeting logistics. Assist with preparation of executive briefing materials and research. Support volunteer travel administration processes, including upgrade approvals and travel documentation management. Assist with the maintenance of leadership travel schedules, engagement trackers, and event logistics checklists. Coordinate video production requests and scheduling activities with internal and external partners. Support special mailings, recognition programs, and executive outreach initiatives. Troubleshoot travel, credit card, and vendor-related administrative issues as needed. Coordinate meetings, agendas, materials, and logistics across multiple stakeholder groups. Maintain confidential records and sensitive information with discretion. Identify opportunities to improve administrative processes and operational efficiency. Support special projects and strategic initiatives as assigned. Provide cross-functional support and backup coverage across the Office of Strategy, Innovation, and Engagement. Travel Information 20% Domestic and International May include nights and weekends Education Bachelor's degree or equivalent experience Work Experience 4-7 years 5+ years of progressively responsible executive administrative, operations, or project coordination experience supporting senior leaders. Req Experience supporting executive-level calendars, travel, budgets, and complex scheduling. Req Strong written communication, editing, and presentation development skills. Req Demonstrated ability to manage multiple priorities while maintaining exceptional attention to detail. Req Demonstrated proficiency in leveraging generative AI and productivity technologies (e.g., Microsoft Copilot, Gemini, or similar tools) to improve administrative efficiency, support research and briefing development, draft correspondence, summarize information, create presentations, and streamline operational workflows while maintaining appropriate judgment, confidentiality, and quality control. Req Experience with Google Suite. Req Experience supporting board, volunteer, governance, or executive-level operations preferred. Req Ability to handle confidential information with professionalism and discretion. Req Experience identifying and implementing AI-enabled workflow improvements, automation opportunities, and process enhancements within executive administration, project coordination, or business operations functions. Pref Skills and Requirements Exceptional organizational and planning skills Strong written and verbal communication Financial and administrative acumen Project coordination and follow-through Relationship management and stakeholder support Sound judgment and discretion Adaptability and continuous improvement mindset Other Requirements: As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply. PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status. For information on work demands and conditions required for this position, please consult the reference document, ADA Requirements. This position is classified under . All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. =============================================== Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons. Education Bachelor's degree or equivalent experience Work Experience 4-7 years 5+ years of progressively responsible executive administrative, operations, or project coordination experience supporting senior leaders. Req Experience supporting executive-level calendars, travel, budgets, and complex scheduling. Req Strong written communication, editing, and presentation development skills. Req Demonstrated ability to manage multiple priorities while maintaining exceptional attention to detail. Req Demonstrated proficiency in leveraging generative AI and productivity technologies (e.g., Microsoft Copilot, Gemini, or similar tools) to improve administrative efficiency, support research and briefing development, draft correspondence, summarize information, create presentations, and streamline operational workflows while maintaining appropriate judgment, confidentiality, and quality control. Req Experience with Google Suite. Req Experience supporting board, volunteer, governance, or executive-level operations preferred. Req Ability to handle confidential information with professionalism and discretion. Req Experience identifying and implementing AI-enabled workflow improvements, automation opportunities, and process enhancements within executive administration, project coordination, or business operations functions. Pref Skills and Requirements Exceptional organizational and planning skills Strong written and verbal communication Financial and administrative acumen Project coordination and follow-through Relationship management and stakeholder support Sound judgment and discretion Adaptability and continuous improvement mindset Other Requirements: As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply. PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status. For information on work demands and conditions required for this position, please consult the reference document, ADA Requirements. This position is classified under . All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. =============================================== Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.

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