Executive Program Specialist

Ieee Piscataway , NJ 08854

Posted 3 weeks ago

KNW-B30The incumbent in this position is primarily responsible for all functions associated with the daily management of the office of the IEEE's Past President, President, President-Elect, and President Elect-Elect. The incumbent in this position proactively develops and executes projects and coordinating workflows for programs, projects, and services across the areas of focus, and tasks related to project management, volunteer committee functions, and event support. The individual will create project plans and will be accountable for achieving the deliverables and action items. The role reports to the Senior Director, Corporate Activities and manages no direct reports, but may manage temporary/contract employees. He/she will be self-directed on day to day project activities and designs and implements innovative solutions that advance business objectives under his/her purview. This position works under minimal supervision, with the authority to make routine decisions and, within parameters, commit funds related for travel- and governance-related budgets.

Key Responsibilities

  • Planning meetings and prioritizing calendar requests and maintaining multiple calendars and schedules for the IEEE Presidents.

  • Coordinating special events and meetings and responsible for creating and maintaining associated budget(s), tracking, and facilitating completion of project action items.

  • Researching and solving problems/issues with travel arrangements and managing all flights, hotel, and transportation requirements for the Presidents, and assist with the same for the Executive Director and the Staff Executive when needed.

  • Responsible for the travel profiles and all travel documents (passports & visas) for IEEE Presidents, and assisting with same for IEEE Executive Director and Staff Director when needed.

  • Crisis mitigation efforts (i.e., cancelled flights, natural disasters on flight path, terrorist attacks, etc.) performed on an as-needed basis, but frequently involving 24/7 availability.

  • Researching and coordinating information pertinent to the region or country of travel for the Presidents, and assisting with same for the Executive Director or Staff Executive when needed.

  • Solely responsible for all expense reporting and annual budgeting and forecasting efforts for the offices of the Presidents, as well as monitoring and analysis of individual Presidential budgets throughout the year, and maintaining tracking records of same.

  • Handling ad hoc assignments and special projects as requested by the Presidents, Executive Director, and supervisor.

  • Understanding project requirements following established standards and best practices; proactively research and self-identify content topics and collaborating with staff and volunteer subject matter experts.

  • Keeping up to date on current travel system software, keeping abreast of all updates and enhancements.

  • Keeping updated on current expense reporting and remote meeting planning software, and keeping abreast of all updates and enhancements.

  • Preparing agendas and minutes; at times will be required to review and provide research and guidance, and compile key information and prepare draft reports and presentations of the information for varied audiences.

  • With little or no supervision, must be able to solve problems and respond to volunteer/members and staff inquires.

  • Must be able to balance multiple priorities simultaneously while under pressure, and complete projects on time under tight time frames.

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VIEW JOBS 3/7/2020 12:00:00 AM 2020-06-05T00:00 KNW-B30The incumbent in this position is primarily responsible for all functions associated with the daily management of the office of the IEEE's Past President, President, President-Elect, and President Elect-Elect. The incumbent in this position proactively develops and executes projects and coordinating workflows for programs, projects, and services across the areas of focus, and tasks related to project management, volunteer committee functions, and event support. The individual will create project plans and will be accountable for achieving the deliverables and action items. The role reports to the Senior Director, Corporate Activities and manages no direct reports, but may manage temporary/contract employees. He/she will be self-directed on day to day project activities and designs and implements innovative solutions that advance business objectives under his/her purview. This position works under minimal supervision, with the authority to make routine decisions and, within parameters, commit funds related for travel- and governance-related budgets. Key Responsibilities * Planning meetings and prioritizing calendar requests and maintaining multiple calendars and schedules for the IEEE Presidents. * Coordinating special events and meetings and responsible for creating and maintaining associated budget(s), tracking, and facilitating completion of project action items. * Researching and solving problems/issues with travel arrangements and managing all flights, hotel, and transportation requirements for the Presidents, and assist with the same for the Executive Director and the Staff Executive when needed. * Responsible for the travel profiles and all travel documents (passports & visas) for IEEE Presidents, and assisting with same for IEEE Executive Director and Staff Director when needed. * Crisis mitigation efforts (i.e., cancelled flights, natural disasters on flight path, terrorist attacks, etc.) performed on an as-needed basis, but frequently involving 24/7 availability. * Researching and coordinating information pertinent to the region or country of travel for the Presidents, and assisting with same for the Executive Director or Staff Executive when needed. * Solely responsible for all expense reporting and annual budgeting and forecasting efforts for the offices of the Presidents, as well as monitoring and analysis of individual Presidential budgets throughout the year, and maintaining tracking records of same. * Handling ad hoc assignments and special projects as requested by the Presidents, Executive Director, and supervisor. * Understanding project requirements following established standards and best practices; proactively research and self-identify content topics and collaborating with staff and volunteer subject matter experts. * Keeping up to date on current travel system software, keeping abreast of all updates and enhancements. * Keeping updated on current expense reporting and remote meeting planning software, and keeping abreast of all updates and enhancements. * Preparing agendas and minutes; at times will be required to review and provide research and guidance, and compile key information and prepare draft reports and presentations of the information for varied audiences. * With little or no supervision, must be able to solve problems and respond to volunteer/members and staff inquires. * Must be able to balance multiple priorities simultaneously while under pressure, and complete projects on time under tight time frames. Ieee Piscataway NJ

Executive Program Specialist

Ieee