Temporary Operations & Governance (Administrative)

Reports to: Senior Society Operations Manager, IEEE EMBS

Core Job Functions
Governance & Committee Support:
Coordinate AdCom/ExCom meetings, prepare materials, transcribe minutes, and maintain records.
Support the election process using DirectVote Live; maintain confidentiality.

Membership & Chapter Engagement:
Generate monthly membership reports and dashboards.
Respond to chapter inquiries and approve new chapter petition.s
Manage Distinguished Lecturer program logistics and chapter promotional item requests.

Communications & Awards:
Support EMBS newsletter content editing and distribution.
Oversee Chapter and Society awards/elections, nominations, and logistics
Manage travel reimbursements and award shipments.

Operations & Project Coordination: 
Maintain rosters, motion records, and manage Smartsheet and Google Workspace dashboards
Administer volunteer expense reports.
Collaborate with the Conference and Operations teams on a specific project.

Key Skills and Requirements

Technical Skills:
High-Level proficiency in Google Workspace, Smartsheet, and Microsoft Office (Excel, Word, PowerPoint)
Comfortable with transcription tools and digital scheduling (e.g., Doodle polls)
High Attention to detail and accuracy
Ability to work in a fast-paced, customer service-oriented environment
Familiarity with Tableau (or willingness to learn)

Communication & Organization:
Exceptional written/verbal communication
High attention to detail and accuracy in documentation
Strong time management and multitasking ability

Professional Attributes:
Discretion with sensitive governance matters
Ability to work cross-functionally and with volunteers
Reliable, positive team player who can work independently and pragmatically

Additional
Exposure to IEEE or volunteer-led organizations is a plus.

Minimal Requirement:
Prior experience providing comprehensive, confidential, and advanced administrative support. This role involves a high degree of discretion, independent decision-making, and the ability to manage complex tasks with minimal supervision. Ability to handle a wide range of responsibilities, including managing schedules, preparing complex reports, coordinating travel, and acting as a liaison for the Senior Society Operations Manager.

Salary Range: $24-$29/hr