Operations Assistant US and Vienna Standards Operations (N0645)

Institute Of Electrical And Electronics Engineers

Job Location:

Vienna - Austria

Monthly Salary: Not Disclosed

Posted on: 15 hours ago

Vacancies: 1 Vacancy

Job Summary

Education

H.S. diploma Req
Associates degree or equivalent experience Business Administration or related field Pref

Work Experience

4-7 years Background must include experience in a customer-focused business environment that demonstrates knowledge and skill in the following areas: Req
- Support for a Manager/Director-level position Req
- Gathering compiling and documenting information Req
- Relationship management and customer service Req
- Financial / Bookkeeping experience is required Req

Skills and Requirements

Demonstrated abilities to create presentations.
Must possess an excellent command of the English language and be skillful in face-to-face and digital and telephone-based environments. Also multi language skills will be helpful in European Offices.
Must possess an excellent command of written and verbal business English and be comfortable creating and producing digital and hard-copy correspondence reports meeting minutes and presentations. He/she should also be capable of editing documents for content clarity and use of English language.
Must be able to read and comprehend policies and processes.
Maintain daily interface with staff and volunteers at all levels customers and vendors as well.
Ability to balance multiple projects simultaneously with direct supervision while meeting deadlines and coordinate various processes with different timelines and priorities is a must.
Must be a technologically savvy knowledge worker who seeks out technology solutions to business challenges. Specific technology knowledge and experience needed to produce the desired outcomes include the following: Microsoft Office Suite applications GoogleApps 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 this includes 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. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts managements right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.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. Will serve as the local liaison for wire transfers audits and any filings that require coordination for our Treasury CFO and Legal teams.

This position requires good judgment attention to detail the ability to multitask as well as the ability to prioritize multiple concurrent assignments to meet deadlines and escalate when necessary. The incumbent will need to familiarize themselves with the applicable systems used for various functions and tasks as well as the policies related to each function being performed. This role will report to both the Senior Director of Finance and Business Operations in NJ and the Senior Director of the Vienna Office. The incumbent must be able to work under direct supervision and will have no direct reports.

Key Responsibilities

Operational and Administrative Support for both offices: Including Office Supplies Contract Process Support and Central Service Processes for event management merchandise ordering and inventory management.
Assist in coordinating schedules for Senior Directors for Customers Vendors Contractors and other IEEE OU Staff. Assist in travel planning for Senior Directors as needed. Arranges travel logistics in accordance with IEEE travel policies and obtains the necessary government documents. Prepares expense reports for approval in the NextGen Expense system.
Utilizes technology tools to create/update meeting agendas presentations spreadsheets flowcharts and business processes as required. And act as backup and office assistant to the central services teams needing various marketing tasks completed
Invoicing and data entry:
Create Requisitions Purchase Orders Contracts and Invoicing and Track and process in both NJ and Vienna as needed in CMS (contract mgt system) and review year-end open PO reports for year-end 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 items as assigned
Assist in database entries for Finance-related and Marketing-related in the Vienna Office
Financial Tracking as needed:
Assist office staff in preparing annual budgets and tracking with Forecast Process to report to Sr Dir FBO in NJ as needed as local support rolling it up to the CFO Organization as required
Assist staff in Vienna in collecting documentation and reporting requirements for Grants Sponsorships and Donations to be used in Financial Planning on senior leader initiatives
Review and assist with Bank Replenishments wire transfers and any cash flow analysis needed
Coordinate audit and legal documentation collection that may be needed for Legal Internal or External Audits and other governing bodies for initiatives ongoing
Assist in preparing IPRs (IEEE Project Requests).
Coordinate and assist in booking journal entries with accounting review expenses and reports related to office expenditures as requested
Update IPR web pages FAQs and associated training presentations.
Prepare track and Monitor Corporate Card usage and related expense reporting in Concur from the use of cards and travel and assist all staff in Vienna with these 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 travel to NJ and other locations as needed by Senior Leadership.

Required Experience:

Junior IC

EducationH.S. diploma Req Associates degree or equivalent experience Business Administration or related field Pref Work Experience4-7 years Background must include experience in a customer-focused business environment that demonstrates knowledge and skill in the following areas: Req - Support for...