Executive Office Administrator - American Institute of Physics

AIP is looking to fill a key role that supports AIP’s Executive Office, Chief Executive Officer, and Chief of Staff in a dynamic non-profit that is at the forefront of advancing the physical sciences.  You will have the opportunity to play a pivotal role in advancing the success of AIP’s senior-most team and AIP’s overall strategies in critical areas such as our work on Diversity & Inclusion; Engaging with AIP’s Member Societies & Affiliates, Undergraduate Students and Donors; as well as supporting our people strategy.   

WHO WE ARE: 
The American Institute of Physics (AIP) is a federation of 10 Member Societies which in turn have more than 130,000 members across the globe. As a 501(c)(3) non-profit, AIP advances the success of our Member Societies and is an institute that engages in research and analysis to empower positive change in the physical sciences. The mission of AIP (American Institute of Physics) is to advance, promote, and serve the physical sciences for the benefit of humanity. 
 
SUMMARY: 
The Executive Office Team Administrator plays a pivotal role in ensuring the smooth operation of and communication within the suite of Executive Office programs and services, as well as close support to the AIP CEO. The role is crucial in enabling the full Executive Office Team—including the Office of the CEO and Board, Development, Talent & Culture, Student Engagement, Diversity Equity Inclusion Belonging & Accessibility, and the Federation Office—to focus on their core activities, by efficiently managing administrative and logistical tasks, thereby enhancing team performance and productivity.  Reporting to the Chief of Staff and working closely with the CEO, the Administrator will ensure that processes are as efficient, effective, that policies and procedures are followed, stay informed of regulations that may affect the team's work, and handle sensitive information with discretion.   

We seek an energetic, detail-oriented team player who thrives in a collaborative environment and is passionate about supporting a mission-driven team, so that together we can make a difference through advancing the physical sciences.  
 
WHAT YOU’LL DO: 
You will play a key role in delivering organizational excellence, as one of 4 team administrators across AIP that focus on tasks or functions related to the internal operations, support, and coordination of the assigned AIP team. You will be successful when you pursue excellence in coordination within the team, handling administrative tasks to ensure smooth operations and communication within and across teams, and providing support and assistance to team members as needed, including close support of the Chief of Staff and Chief Executive Officer. 
 
You will be successful at AIP when you focus on:  

• Ensuring that business processes are as efficient, effective, and agile as possible, thereby enhancing organizational performance and competitiveness.  
• Ensuring that the team's activities follow organizational policies and procedures, and staying informed about any changes in regulations that may affect the team's work; 
• Managing sensitive and confidential information with discretion, ensuring that privacy and security are maintained; and 
• Enabling the Executive Office Team to focus on their core activities, by efficiently managing administrative and logistical tasks, thereby enhancing team performance and productivity. 

In particular you will also focus on the following core accountabilities: 

• Collaborate with other Team Administrators and their program teams to meet organizational needs and advance alignment with overall business goals, and all AIP policies. 
• Support budget management by processing invoices, expense reports and vendor contracting. 
• Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements, ensuring optimal use of their time.  
• Ensure the team has the necessary resources, including equipment, tools, and materials, to efficiently carry out their duties.  
• Develop and maintain standard operating procedures to ensure consistency and quality in process execution. Maintain up-to-date documentation related to team operations, projects, and processes.  
• Organize and coordinate meetings and events, including logistics, catering, technical requirements, materials preparation, note taking, tracking of actions, etc. 
• Work with communications leads to ensure communications are disseminated as planned and in a timely manner.  Assist in the drafting of documents and presentations as needed. 
• Assist in the onboarding process for new team members to the Executive Office Team. 
• Handle the administration of AIP’s named awards program. Support selection committees, manage online tools to facilitate processes, interface with applicants and nominators, organize materials, and communicate with internal and external stakeholders throughout process through to conclusion. 

WHAT YOU'LL BRING: 

• Bachelor’s degree is preferred. 
• Minimum of 5 years as an administrative or coordinator for a large team required. 
• Ability to work well with others, both inside and outside the organization. 
• Ability to multi-task, handle multiple assignments and priorities and meet deadlines. 
• Experience with office software and technology tools proficiently. 
• A robust combination of organizational skills, attention to detail, and effective communication abilities. 
• Proofreading skills are required; copy writing skills are desirable. 

TO APPLY: 
 Include a resume, a cover letter, and a writing sample such as a letter or brief document (1-2 pages) that you prepared. We encourage you to apply even if your experience does not fully match the position description; we will consider people from a variety of backgrounds and career experiences. 
 
WHY JOIN US: 
 AIP embraces a flexible hybrid work environment to balance in-person collaborative work with remote work. The team works in a flexible, hybrid schedule and reports to our offices in College Park, Maryland and Washington, DC as needed. That one day per week is flexible, depending on the schedule for a given week. Employees are required to reside in the metro DMV area (Maryland, Virginia, or Washington, DC). 
 
We offer comprehensive benefits, including generous paid time off, medical/dental/vision coverage, an annual retirement contribution of 10% of base pay, tuition assistance, commuter benefits, and more. Your colleagues at AIP are welcoming, gracious, and eager to help each other succeed. With our commitment to community service, institute-wide social opportunities, and ongoing learning and development, AIP is a rewarding place to work.