Job Description
POSITION TITLE: Executive Office Team Administrator, Senior Specialist *** This position is h ybrid and reports to our office in Washington, DC. WHO WE ARE: As a Federation, AIP advances the success of a community of more than 30 independent scientific organizations. They, in turn, support hundreds of thousands of professionals across many scientific and engineering disciplines. AIP creates shared spaces - forums, conversations, connections - where individual action among our Member Organizations becomes collective impact. We want you to become a part of our mission and join our dynamic team!
SUMMARY : We seek an energetic, detail-oriented team player who thrives in a collaborative environment, is passionate about supporting a mission-driven team, enjoys engaging staff at all levels and with volunteers from across the physical sciences community, and exhibits programmatic leadership skills. We seek a dedicated partner who will help us make a difference through advancing the physical sciences-because at AIP we believe in the power of the physical sciences to shape a better world.
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 a suite of 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 contributions will advance AIP's mission success and 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.
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. If your focus is on delivering excellence in all you do-such as in coordinating action across a team of executives at the highest levels in an organization, and being committed to administrative and operational optimization-you will be successful in this role. Reporting to the Chief of Staff and working closely with the CEO, the Administrator will handle sensitive information with discretion, ensure smooth operations of the Executive Office and its programs, and interface with daily with internal and external stakeholders.
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, ensuring that 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.
- Stay informed of regulations that may affect the team's work.
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.
TO APPLY: Include a resume and a cover letter. We encourage you to apply even if your experience does not fully match the position description. At AIP, we embrace considering people from a diversity of backgrounds and career experiences.
COMPENSATION: $91,628.00 - $100,791.00
WORKING AT AIP: AIP embraces a flexible hybrid work environment to balance in-person collaborative work with remote work. The team works in a flexible, hybrid schedule and reports to our office in Washington, DC, as needed. Employees are required to reside in the DC Metro regions of Maryland, Virginia, or Washington, DC.
We offer comprehensive benefits, including generous paid time off, medical/dental/vision coverage, an annual retirement contribution of 10% of base pay, tuition assistance, commuter benefits, and more.
Your colleagues at AIP are welcoming, gracious, and eager to help each other succeed. With our commitment to community service, institute-wide social opportunities, and ongoing learning and development, AIP is a rewarding place to work.
ABOUT AIP: Scientific discovery shapes our lives every day. And AIP empowers the organizations and people that make those discoveries possible.
As a Federation, AIP advances the success of a community of more than 30 independent scientific organizations. They, in turn, support hundreds of thousands of professionals across many scientific and engineering disciplines. AIP creates shared spaces - forums, conversations, connections - where individual action among our Member Organizations becomes collective impact.
As an Institute, AIP preserves the history of discovery so the past can guide the future. We study how research is done, who participates, and what holds people back or propels them to succeed. Our findings inform policy, practice, and decision-making across the physical sciences. We are especially focused on the next generation of physical scientists and committed to ensuring talent from anywhere can thrive in our fields.
Humanity needs science. And science needs people and organizations working together to tackle our planet's toughest challenges. Together, we can advance science, empower scientists, and ensure discovery continues to shape our lives.
Join Us and Make a Difference!
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.
Job Tags
Local area, Remote work, Flexible hours