Administrative Assistant, Engagement Programs

About the role

AIChE, a professional society of more than 60,000 chemical engineers, is seeking an Administrative Assistant to support the development and implementation of its professional and student conferences. The role focuses on the day-to-day administration of smaller conferences and symposia, such as speaker invitation tracking, abstract management, competition coordination and website updates, and also offers support to the two largest conferences for chemical engineers.

Key responsibilities

• Support the program lead in communicating with volunteers, speakers and participants and monitoring responses against deadlines
• Set up and monitor calls for abstracts and registration
• Develop processes and workflows to manage conference administrative tasks more efficiently
• Manage and update conference webpages
• Assist in competitive landscape analysis and research for conferences
• Manage grant funding deliverables, including speaker travel stipends
• Support, and possibly lead, projects as directed by the Senior Director, Engagement Programs, such as small events, volunteer task forces and other engagement program tasks

Required profile

• Outstanding time management and organizational skills, strong written and oral communication, attention to detail and ability to meet deadlines
• Comfortable motivating and directing volunteers without direct authority, and able to work independently and in a team
• Prior conference program organization or project management experience is a plus
• Knowledge of current trends in chemical engineering research, technology and industry is a plus
• Preferred to live within commuting distance of the New York City office; fully remote may be considered outside the NYC tri-state area

Required skills

• MS Outlook, Teams, Word, Excel and PowerPoint
• Asana, Airtable and similar task automation tools preferred
• AI tools such as Chat GPT or Claude preferred
• Familiarity with CMS is a plus

What we offer

• Annual salary of $65,000 to $75,000
• Medical, dental and vision insurance, employer-paid life and disability coverage
• Paid time off, retirement plan with employer matching, flexible spending accounts and commuter benefits
• Tuition reimbursement and professional development support