Operations Administrator - Remote with DC Office Duties

American Physical Society; United States; Hybrid; USD 65,000 - 90,000; Full time

Job summary

American Physical Society is seeking an Operations Administrator to support the Chief External Affairs Officer and the Office of External Affairs. You will manage day-to-day operations across Public Affairs, International Affairs, and Development, coordinating calendars, travel, events, and budgets with discretion and independence.

This role requires in-office presence in Washington, DC at least 3 days per week while the position is remote.

Qualifications

• Minimum five years of progressive administrative experience with complex projects.
• Familiar with nonprofit structures and operations preferred.
• Proven project management, milestone tracking, and deadline adherence.
• Proficiency with Zoom, Slack, Microsoft Office Suite, and Google Workspace.

Responsibilities

• Support the Chief External Affairs Officer in Public Affairs, International Affairs, and Development.
• Maintain awareness of all OEA budgets and provide admin and financial support.
• Manage calendars and scheduling for internal and external meetings.
• Arrange travel and process expense reports; order supplies and coordinate vendors.
• Plan and support events; coordinate facilities for in-person and virtual meetings.
• Prepare federal lobbying reports and assist with committee activities.
• Monitor DC office budget and vendor invoices; ensure timely submissions to APS Finance.

Skills

Budget management

Calendar management

Vendor coordination

Meetings coordination

Confidentiality

Executive support

Project management

Communication

Asana

Zoom

Slack

Microsoft Office

Google Workspace

Bachelor's degree

Education

Bachelor's degree

PMP or CAPM certification preferred

Tools

Asana

Zoom

Slack

Microsoft Office

Google Workspace

Job description

American Physical Society is seeking an Operations Administrator to support the Chief External Affairs Officer and the Office of External Affairs. You will manage day-to-day operations across Public Affairs, International Affairs, and Development, coordinating calendars, travel, events, and budgets with discretion and independence.

This role requires in-office presence in Washington, DC at least 3 days per week while the position is remote.