Administrative Assistant, Engagement Programs

Ccrhq; New York (NY); Hybrid; USD 65,000 - 75,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Employer-paid life insurance

Disability coverage

Paid time off

401(k) with employer match

Flexible Spending Accounts

Pre-tax commuter benefits

Tuition reimbursement

Job summary

AIChE is seeking an Administrative Assistant/Program Coordinator to support conference development, manage speaker invitations, abstracts, and registrations, and update conference webpages. You will help with grant deliverables and assist the Senior Director, Engagement Programs on various engagement projects.

Hybrid role based near New York City, with remote options; salary range $65,000–$75,000 depending on experience.

Qualifications

• Experience organizing conference programs or projects is preferred.
• Strong written and verbal communication skills required.
• Ability to manage multiple stakeholders and meet deadlines.

Responsibilities

• Support conference development and program planning processes.
• Coordinate speaker invitations, abstract management, and registration tasks.
• Maintain conference webpages and assist with grant funding deliverables.
• Collaborate with Senior Director, Engagement Programs on projects and events.

Skills

Time management

Communication

Data interpretation

Attention to detail

Deadline-driven

Volunteer coordination

Teamwork

Independence

Education

Conference program organization experience

Tools

MS Outlook

Microsoft Teams

Word

Excel

PowerPoint

Asana

Airtable

CMS

ChatGPT/Claude

Job description

About AIChE

AIChE, founded in 1908, is a professional society of more than 60,000 chemical engineers in 110 countries. Its members work in corporations, universities, and government, using their knowledge of chemical processes to develop safe and useful products for the benefit of society. AIChE fosters and disseminates chemical engineering knowledge, assists the professional and personal growth of its members, and applies the expertise of its members to address societal needs and improve the quality of life. Through its varied programs, AIChE continues to be a focal point for information exchange on the frontiers of chemical engineering research in such areas as energy, sustainability, biological and environmental engineering, nanotechnology, and chemical plant safety and security.

Position Summary

We are seeking an Administrative Assistant to support the development and implementation of AIChE’s professional and student conferences. The Administrative Assistant will play a key role in the development and growth of AIChE’s smaller conferences and symposia, with an emphasis supporting day-to-day administrative tasks associated with conference program planning, such as sending and tracking speaker invitations, abstract management, competition coordination, and website updates. In addition, the Program Coordinator will have the opportunity to provide administrative support to AIChE’s two largest conferences for Chemical Engineers, while building relationships with professionals and faculty in the field.

Responsibilities:

The individual will be responsible for administrative tasks to support conference development, including, but not limited to:

• Supporting the program lead in all communication efforts to direct volunteers, speakers, and participants to complete tasks by specific deadlines as required, and monitor responses
• Initiate setup of key conference tasks such as setting up and monitoring call for abstracts, and registration.
• Develop processes and workflows to manage conference administrative tasks more efficiently
• Managing and updating conference webpages
• Assist in completing competitive landscape analysis and research for conferences
• Manage the execution of grant funding deliverables, including collecting information for and processing speaker travel stipends.
• Supporting, and possibly undertaking principal management responsibility for projects as directed by the Senior Director, Engagement Programs. Projects could include leading small events, participation/leadership in volunteer task forces or management of other engagement program-related tasks or assignments

Skills:

• Outstanding time management and organizational skills a must
• Superior communication skills, both written and oral
• Ability to analyze data and organize in an engaging and informative presentation
• Strong attention to detail
• Must be able to meet deadlines and project expectations by providing timely updates
• Must be comfortable contacting volunteers, motivate and direct activities without direct authority
• Ability to work independently and also in a team environment, self-motivated

Software Proficiency:

• Proficient in MS Outlook, Teams, Word, Excel and PowerPoint
• Proficiency in organizational and task automation tools such as Asana, Airtable, etc. is preferred
• Proficiency with using AI tools such as Chat GPT or Claude to increase work efficiency is preferred
• Familiarity with Content Management Systems (CMS) a plus

Competencies

• Creative problem solver, proactively takes action to provide better internal or external service and/or positively add to the project
• Capability for effectively working with individuals and groups at all levels, building and sustaining relationships and acting as a team player
• Managing and Measuring Work
• Organizational Agility
• Planning

Educational & Work Experience Requirements

• Prior conference program organization or project management experience a plus
• Knowledge of current trends in Chemical Engineering research, technology, and industry, a plus

• Medical, dental, and vision insurance
• Employer-paid life insurance and disability coverage
• Paid time off, including vacation, sick time, and personal days
• Retirement plan with employer matching contributions
• Flexible Spending Accounts (Healthcare and Dependent Care)
• Pre-tax commuter benefits
• Tuition reimbursement and professional development support

Compensation

The annual salary range for this role is $65,000 to $75,000, commensurate with experience.

Location & Travel

This position is preferred to be a hybrid with a work from home option - the individualmust reside within commuting distance of the New York City Global Office. Fully remote could be considered if the individual lives outside of the NYC tristate area.