Education
* H.S. diploma – Required
* Associate's degree or equivalent experience in Business Administration or related field – Preferred
Work Experience
* 4–7 years background, including experience in a customer‑focused business environment.
* Support for a Manager/Director‑level position – Required
* Gathering, compiling, and documenting information – Required
* Relationship management and customer service – Required
* Financial / Bookkeeping experience – Required
Skills and Requirements
* Demonstrated ability to create presentations.
* Excellent command of written and verbal business English.
* Comfortable with face‑to‑face, digital, telephone‑based, and multi‑language communication; multi‑language skills helpful in European offices.
* Ability to read and comprehend policies and processes.
* Maintain daily interface with staff and volunteers at all levels, customers and vendors.
* Ability to balance multiple projects simultaneously, meet deadlines, and coordinate various processes with different timelines and priorities.
* Technologically savvy; experience with Microsoft Office Suite, Google Apps, and relational databases.
Other Requirements: As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.
PLEASE NOTE: This position is not budgeted for employer‑sponsored immigration support, including all persons in F (both CPT and OPT), J, H, L or O status.
For information on work demands and conditions required for this position, please consult the reference document ADA Requirements. This position is classified under …
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or status as a protected veteran.
Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification …
Job Summary
This position provides assistance to the Senior Director in both the NJ and Vienna Standards Offices. The incumbent is expected to perform operational and administrative tasks primarily related to projects and office management duties as assigned by either the US or Vienna Senior Directors and other leadership. This role will serve as the primary point of contact for the Headquarters staff under the CFO team assisting with budget and forecast preparation. Although the Business Finance team has ultimate responsibility, local assistance is required. Bill paying record‑keeping and vendor setups will also be included in the responsibility list along with CMS and purchase order generation. The incumbent will also serve as the local liaison for wire transfers, audits and any filings that require coordination for our Treasury, CFO and Legal teams.
Key Responsibilities
* Operational and administrative support for both offices: office supplies, contract process support, and central service processes for event management, merchandise ordering and inventory management.
* Assist in coordinating schedules for Senior Directors, customers, vendors, contractors and other IEEE staff; assist in travel planning and logistics, obtain necessary government documents, and prepare expense reports in the NextGen Expense system.
* Utilize technology tools to create and update meeting agendas, presentations, spreadsheets, flowcharts and business processes; act as backup and office assistant to central services teams for marketing tasks.
* Invoicing and data entry: create requisitions, purchase orders, contracts and invoicing; track and process in both NJ and Vienna as needed in CMS, and review year‑end open PO reports for tracking and financial reporting.
* Coordinate and track assets used as gifts, giveaways, awards etc. for meetings, standards staff and volunteers.
* Support fulfillment of general data requests, supplier additions and other assignments.
* Assist in database entries for finance‑related and marketing‑related activities in the Vienna Office.
* Financial tracking: assist office staff in preparing annual budgets and forecasting, report to Senior Director Finance & Business Operations in NJ, and provide local support to the CFO organization.
* Assist staff in Vienna in collecting documentation and reporting requirements for grants, sponsorships and donations for financial planning on senior leader initiatives.
* Review and assist with bank replenishments, wire transfers and cash‑flow analysis.
* Coordinate audit and legal documentation collection for internal or external audits and governing bodies.
* Assist in preparing IEEE Project Requests (IPRs).
* Coordinate and assist in booking journal entries, accounting review, expenses and reports related to office expenditures.
* Update IPR web pages, FAQs and associated training presentations.
* Prepare, track and monitor corporate card usage and related expense reporting in Concur; assist all staff in Vienna with travel‑related and tracking processes for financial accuracy and transparency.
Travel Information
* 25% domestic and international travel between NJ and the Vienna Office as needed. The role will be based in Vienna, Austria and may travel to NJ and other locations as required by Senior Leadership.
Required Experience
Junior IC
Key Skills
* AutoCAD 3D
* Council
* ABAP
* Apps
* Electronics Engineering
* Clinical
Employment Type: Full‑Time
Experience: years
Vacancy: 1
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