Administrative Assistant to CEO - American Mathematical Society

POSITION: Administrative Assistant to the CEO

LOCATION: Providence Rhode Island

ABOUT THE AMERICAN MATHEMATICAL SOCIETY

The American Mathematical Society (AMS), founded in 1888, is a non-profit membership organization that is dedicated to advancing research and connecting the diverse global mathematical community through our publications, meetings and conferences, MathSciNet, professional services, advocacy, and awareness programs. The AMS has 30,000 members worldwide and offices in Rhode Island, Michigan, and Washington, DC.

WHY WORK AT THE AMS

At the AMS we value excellence, inclusivity and teamwork. We work at the forefront of advancing and connecting the diverse mathematical community worldwide, and we are seeking curious, innovative, collaborative individuals to join our team.

• Excellent work-life balance with potential for hybrid work
• Generous benefit offerings including:
  1. 9.5% employer contribution to 403(a) Retirement Plan
  2. 100% employer-paid Life, AD&D, Short- and Long-Term Disability Insurance
  3. Medical and dental coverage with employer cost share
  4. Voluntary vision, Life/AD&D, and Long-term Care Insurance available through payroll deduction
• 12 paid holidays
• Generous paid time off
• Technology equipment reimbursement for applicable roles
• Tuition reimbursement
• Commitment to equity, diversity, inclusion and a welcoming environment

SUMMARY:

This position provides administrative and clerical support for the Chief Executive Officer, the Executive Office and the Office of the AMS Secretary.

ESSENTIAL FUNCTIONS:

• Perform reception duties for the Chief Executive Officer and department staff including: greet visitors, cover phones, screen calls and direct callers to appropriate staff members, and process incoming mail
• Perform a variety of general administrative and clerical tasks including, but not limited to: prepare correspondence, documents, and reports; manage email correspondence and electronic files, purchase supplies, and submit payment requests
• Organize, schedule, and service meetings; maintain staff calendars as necessary
• Coordinate travel arrangements for the Chief Executive Officer and the AMS Secretary
• Prepare and/or process travel and expense reimbursement vouchers for the Chief Executive Officer, President, and Secretary
• Manage or assist with ad hoc projects as necessary
• Maintain documentation for processes for which this position is responsible
• Perform other or similar related duties as requested or assigned

INTERNAL AND EXTERNAL RELATIONSHIPS:

• Internal: Reports to Chief of Staff, supports the Chief Executive Officer and all Executive Office staff; interacts with division directors and department heads, as well as many other staff in all AMS offices.
• External: Works with members of AMS volunteer leadership, AMS members, staff of other mathematical organizations, outside vendors, and the public.

SUPERVISORY RESPONSIBILITIES:

• None

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 1-3 years administrative assistant experience required
• Superior organizational skills and attention to detail
• Superior oral and written communication skills
• Superior interpersonal skills
• Ability to handle multiple priorities effectively and work independently
• Knowledge of Microsoft Office products (e.g., Outlook, Word, PowerPoint, and Excel)
• Willing to learn new systems (e.g., Personify, Microsoft Dynamics NAV, and, FileMaker)
• Experience working with college/university faculty a plus

ATTRIBUTES AND COMPETENCIES: The following attributes and competencies are indicators of the skills and/or behaviors necessary to successfully perform the essential functions of the position:

• Demonstrates understanding of organization's mission, structure, culture, and constituencies
• Demonstrates knowledge of own department's work activities and mission; understands how own job impacts work of department
• Responds positively to changes in the organization and the workplace
• Demonstrates flexibility in responding to work demands
• Demonstrates and communicates respect for the opinions and beliefs of other people at all levels and fosters a climate of mutual respect
• Plans and organizes work effectively
• Accepts accountability for job performance and results
• Works effectively with others in a variety of settings
• Uses communication tools effectively (e.g., presentation, verbal, writing, relationship building, negotiating, listening) to meet needs of audience and/or situation
• Maintains professional composure in challenging situations
• Exercises discretion in identifying, handling, and safeguarding confidential information
• Addresses issues constructively, building cooperative relationships within and across departments
• Receptive to feedback and willing to try different approaches in order to achieve the best results

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Duties performed cause light fatigue of eyes, fingers, or other faculties due to long periods of standing, sitting or repetitive motion
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices
• Capable of reliable attendance in the office during scheduled work hours
• Capable of travel to annual Joint Mathematics Meetings (early January) by commercial airlines and able to lodge in public facilities

WORK ENVIRONMENT/CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Typical office environment, climate-controlled, minimal noise
• Performing primarily sedentary work with limited physical exertion and lifting up to 30 lbs.
• Extended work hours may be required to meet project deadlines or resolve unexpected problems
• This position is required to be in-office

Affirmative Action/EEO Statement

The American Mathematical Society is committed to creating a diverse environment and is proud to be an equal opportunity employer. The AMS supports equality of opportunity and treatment for all individuals, regardless of sex, gender identity or expression, race, color, national or ethnic origin, religion or religious belief, age, marital status, sexual orientation, disability status, economic background, veteran, or immigration status, or any other social or physical component of their identity.

Other duties disclaimer: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. It is not intended as an employment contract.