Executive Office Administrator

American Institute Of Physics - College Park, MD

Full-time - Mid Level

Remote - College Park, MD

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The American Institute of Physics (AIP) is seeking an Executive Office Administrator to support its Executive Office, including the Chief Executive Officer and Chief of Staff. This role is crucial in ensuring the smooth operation and communication within the Executive Office programs and services. The Administrator will play a pivotal role in advancing the success of AIP's senior-most team and contribute to AIP's overall strategies in critical areas such as Diversity & Inclusion, engagement with Member Societies & Affiliates, undergraduate students, and donors, as well as supporting the organization's people strategy. As a key member of the Executive Office Team, the Administrator will be responsible for managing administrative and logistical tasks that enhance team performance and productivity. This includes ensuring that business processes are efficient and effective, managing sensitive information with discretion, and enabling the Executive Office Team to focus on their core activities. The Administrator will report to the Chief of Staff and work closely with the CEO, ensuring that policies and procedures are followed and that the team is informed of any regulations affecting their work. The role requires a detail-oriented team player who thrives in a collaborative environment and is passionate about supporting a mission-driven team. The successful candidate will be responsible for coordinating with other team administrators, managing the CEO's calendar, supporting budget management, organizing meetings and events, and assisting in the onboarding process for new team members. This position offers an opportunity to contribute to the advancement of the physical sciences through effective administrative support.

Responsibilities

• Manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.
• Process invoices, expense reports, and vendor contracting to support budget management.
• Organize and coordinate meetings and events, including logistics, catering, and materials preparation.
• 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.
• Collaborate with other Team Administrators to meet organizational needs and advance alignment with overall business goals.
• Assist in drafting documents and presentations as needed.
• Handle the administration of AIP's named awards program, including managing online tools and communicating with stakeholders.
• Support the onboarding process for new team members to the Executive Office Team.

Requirements

• Bachelor's degree preferred.
• Minimum of 5 years of experience as an administrative or coordinator for a large team.
• Strong organizational skills and attention to detail.
• Effective communication abilities, both written and verbal.
• Proficiency in office software and technology tools.
• Ability to multi-task and handle multiple assignments and priorities under deadlines.
• Proofreading skills are required; copywriting skills are desirable.

Nice-to-haves

• Experience in a non-profit organization.
• Familiarity with Diversity & Inclusion initiatives.

Benefits

• Commuter assistance
• Health insurance
• Dental insurance
• Tuition reimbursement
• Paid time off
• Vision insurance