Temporary Administrative Assistant

The U.S.-based Administrative Assistant (AA) serves as the primary administrative anchor for IEEE Smart Villages global operations. This role manages contracts compliance financial documentation supplier onboarding governance support and enterprise systems to ensure that ISVs global programs operate with accuracy transparency and full adherence to IEEE policies and the ISV Constitution Bylaws and Operations Manual.

Working closely with the Senior Program Manager ISV ExCom IEEE Philanthropy and global volunteer leadership the AA supports a wide range of operational financial and governance workflows. Key responsibilities include administering Project Support Agreements (PSAs) through ParleyPro/IEEE CMS; managing DocuSign workflows; overseeing annual Conflict of Interest compliance; maintaining insurance and vendor documentation; processing invoices and ETPRs; supporting NextGen Concur and Bravo transactions; preparing governance minutes; maintaining enterprise databases; and supporting internal audits and donor reporting.

This position is based in the IEEE Piscataway New Jersey office and may require occasional domestic or international travel. Some flexibility in work hours is expected to support global governance meetings.

Required Experience & Skills

• Demonstrated experience in administrative support operations compliance or financial processing

• Strong proficiency with Google Workspace and Microsoft Office Suite

• Experience with enterprise systems such as contract management tools financial processing platforms or workflow systems

• Excellent organizational skills with strong attention to detail

• Ability to manage multiple tasks deadlines and documentation workflows

• Strong written communication skills including meeting minutes and formal documentation

• Ability to work collaboratively with global teams across time zones

Preferred Experience

• Familiarity with ParleyPro DocuSign NextGen Concur Bravo ETPR or similar enterprise systems

• Experience supporting governance bodies committees or nonprofit operations

• Experience with Smartsheet Adobe Acrobat Pro or grant management tools

• Prior experience in a global or volunteerdriven organization

Other Requirements

• Position based in Piscataway NJ

• Flexibility to attend occasional virtual meetings outside standard U.S. business hours

Salary Range:

• $28-$32/hr