Administrative Coordinator
3 weeks ago
Job Summary: We are seeking a highly organized and proactive Administrative Assistant to support the IEEE Smart Village Program in India. The successful candidate will provide comprehensive support to the global IEEE Smart Village Senior Program Manager and facilitate daily operations.
Key Responsibilities:
- Provide administrative support to the global IEEE Smart Village Senior Program Manager.
- Act as a liaison with the IEEE Philanthropy Manager located in India.
- Facilitate daily operations and coordinate with IEEE volunteer members leading the Smart Village program.
Requirements:
- Advanced proficiency in Google Workspace, Microsoft Office Suite, and virtual meeting platforms.
- Familiarity with contract execution via DocuSign, financial management using NextGen, and project management on Smartsheet and Trello.
- Desirable attributes include willingness to travel internationally, availability for work during December, and prior involvement with NGOs or philanthropic organizations.
Job Responsibilities:
The Administrative Assistant will play a pivotal role in the administration of diverse activities that drive our initiatives forward. Key duties include facilitating the Project Support Agreement process, managing annual insurance renewals, and supporting communication and marketing strategies for local fundraising activities.
Financial Management:
- Oversee the financial tracking of support provided to initiatives.
- Assist with invoice processing, internal support transfers, and vendor relations.
- Guide suppliers through the invoice submission process and train volunteers on the Concur system.
Administrative Oversight:
- Maintain program asset records and manage logistics for India-based meetings and conferences.
- Reconcile event-related expenses and curate the Smart Village Google Drive structure.
- Ensure the archival system is well-organized and up-to-date.
Qualifications:
- Proficient in English, with excellent verbal and written communication skills for global interaction.
- Bachelor's degree or equivalent professional experience in administrative roles.
- A minimum of 3-5 years' experience in corporate administration.
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