Job Description
SUMMARY: AIP is looking for leadership- and action-oriented candidates for the role of Executive Office Team Administrator. In this role you will have the opportunity to play a pivotal role in ensuring the smooth operation of the suite of the strategically critical programs and services within AIP’s Executive Office, under the direction of the AIP CEO and Chief of Staff.
This role, which includes close executive support to the AIP CEO, is crucial in enabling the impact of the full Executive Office Team—including the Office of the CEO and Board, Development, Talent & Culture, Student Engagement, Career Opportunity and Advancement, and the Federation Office. Your support will allow key leaders across AIP to focus on their core activities, by ensuring that business processes are as efficient, effective, and agile as possible, thereby enhancing organizational performance and effectiveness.
Reporting to the Chief of Staff and working closely with the CEO, the Administrator will stay informed of regulations that may affect the team's work, handle sensitive information with discretion, and manage all matters of administration and logistics as the team interfaces with internal and external stakeholders.
We seek an energetic, detail-oriented team player who thrives in a collaborative environment and is passionate about supporting a mission-driven team, engaging with volunteers from across the physical sciences community, and exhibiting programmatic leadership skills so that together we can make a difference through advancing the physical sciences—because at AIP we believe in the power of the physical sciences to change the world.
WHAT YOU’LL DO: You will play a key role in delivering organizational excellence, as one of 4 team administrators across AIP that focus on operations, programs, coordination, and support of the assigned AIP team. You will be successful when you pursue excellence in coordination within the team, handling all aspects of administration to ensure smooth operations and communication within and across teams, and providing support and assistance to team members as needed, including close support of the Chief of Staff and Chief Executive Officer.
You will be successful at AIP when you focus on:
- Optimizing business and programmatic processes and procedures—continually identifying and driving needed improvements—so that they are as efficient, effective, and agile as possible, thereby enhancing organizational performance and competitiveness.
- Ensuring that the team's activities follow organizational policies,—and staying informed about any changes in regulations that may affect the team's work;
- Managing sensitive and confidential information with discretion, ensuring that privacy and security are maintained; and
- Enabling the Executive Office Team to focus on their core activities, by efficiently managing administration and logistics, thereby enhancing team performance and productivity.
In particular you will also focus on the following core accountabilities:
- Collaborate with other Team Administrators and their program teams to meet organizational needs and advance alignment with overall business goals, and all AIP policies.
- Support budget management by tracking expenses, processing invoices, expense reports and vendor contracting—as well as working with program leads to find operational and cost efficiencies.
- Provide close support of the CEO’s schedule and agenda, including scheduling meetings, appointments, and travel arrangements, handling confidential and sensitive information, sourcing from AIP colleagues briefing materials as required, and ensuring optimal use of their time.
- Ensure the team has the necessary resources, including equipment, tools, and materials, to efficiently carry out their duties.
- Develop and maintain standard operating procedures to ensure consistency and quality in process execution. Maintain up-to-date documentation related to team operations, projects, and processes.
- Organize and coordinate meetings and events, including logistics, catering, technical requirements, materials preparation, note taking, tracking of actions, etc.
- Work with communications leads to ensure communications are disseminated as planned and in a timely manner. Draft documents and presentations as needed.
- Contribute to the onboarding process for new team members to the Executive Office Team.
- Handle the administration of AIP’s named awards program. Develop operating procedures, standards, and timelines. Support selection committees, manage online tools to facilitate processes, interface with applicants and nominators, organize materials, and communicate with internal and external stakeholders throughout process through to conclusion.
WHAT YOU'LL BRING: - Bachelor’s degree is preferred.
- Minimum of 5 years as an administrative or coordinator for a large team required.
- Ability to work well with others, both inside and outside the organization.
- Ability to multi-task, handle multiple assignments and priorities and meet deadlines.
- Experience with office software and technology tools proficiently.
- A robust combination of organizational skills, acute attention to detail, and effective communication abilities.
- Proofreading skills are required; copy writing skills are desirable.
ABOUT AIP: Join Us and Make a Difference!
At the American Institute of Physics (AIP), we're dedicated to advancing, promoting, and serving the physical sciences for the benefit of humanity. As a 501(c)(3) non-profit, AIP is a federation that advances the success of our Member Societies and an institute that engages in research and analysis to empower positive change in the physical sciences.
Our mission is to advance, promote, and serve the physical sciences for the benefit of humanity. We are passionate about our work and committed to fostering an inclusive and dynamic environment where creativity, collaboration, and enthusiasm thrive.
Join our team and become part of an energized, forward-thinking community. Together, we'll explore the frontiers of science, support groundbreaking research, and contribute to the betterment of humanity.
Be a part of AIP—where science meets passion and purpose.
Commitment to Non-Discrimination All qualified applicants will receive consideration for employment without regard to disability, status as a protected veteran or any other status protected by applicable federal, state, or local law.
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