The Administrative Assistant supports the Robotics and Automation Society (RAS) Executive Office by managing daily operational, analytical, and administrative tasks. The role works closely with staff to ensure smooth Society operations, including award processing, meeting coordination, membership support, and data management. The position also provides occasional assistance to volunteer leaders, contributes to process improvements, and handles responsibilities requiring independence, accuracy, and strong organizational skills.

Key Responsibilities

Award Program Administration

• Manage all administrative aspects of Society award programs.
• Process award payments and prepare A/P paperwork (checks, wires, supplier setup, invoices).
• Produce and distribute award and grant certificates and plaques.
• Coordinate with vendors for recognition items.
• Prepare nomination packets and liaise with IEEE Awards staff.
• Vet award and volunteer leadership candidates through IEEE legal processes.

Meeting Coordination

• Schedule and coordinate international meetings across multiple time zones.
• Poll attendees, analyze availability, and determine optimal meeting times.
• Send meeting invitations and manage Google Calendar scheduling.

Membership & Chapter Support

• Assist with membership calls, email campaigns, and program announcements.
• Generate membership reports for marketing and outreach.
• Coordinate with IEEE-MGA to distribute welcome letters to new members.
• Manage promo code requests and track usage effectiveness.
• Support chapter services, including new chapter applications and grants.

Additional Responsibilities

• Serve as the point of contact for GDPR requests, including “right to be forgotten.”
• Set up purchase orders and ensure timely invoice processing.
• Conduct data gathering, analysis, and issue resolution for Society functions (Publications, Conferences, Education).
• Perform other duties as assigned by the Executive Director.

• Required: Associate’s Degree or relevant experience
• Preferred: BS Degree or equivalent experience