Operations Coordinator, External Affairs

American Physical Society; Washington (District of Columbia); Hybrid; USD 67,000 - 91,000; Full time

Benefits offered by this job

Remote first

Retirement plan 8%

Medical benefits

Vacation 15 days

Tuition reimbursement

Training & development

Job summary

The American Physical Society is seeking an Operations Administrator to support the Chief External Affairs Officer in managing day-to-day administration for the Office of External Affairs. The role spans Public Affairs, International Affairs, and Development, requiring autonomous handling of budgets, calendars, travel, and events.

You will work closely with OEA leadership, coordinating meetings, travel, and vendor relations, while upholding confidentiality and professionalism in a hybrid

Qualifications

• Minimum of five years of progressive administrative experience.
• Familiarity with nonprofit structures and operations preferred.
• Proven project management skills and ability to manage multiple priorities.

Responsibilities

• Support the CEAO in overseeing Public Affairs, International Affairs, and Development.
• Maintain awareness of OEA budgets and provide administrative support to directors.
• Manage calendars, arrange travel, process expenses, and coordinate events and meetings.
• Coordinate in-person and virtual meetings and staff communications across OEA.
• Prepare administrative support for projects and liaison with building management and vendors.
• Monitor the DC office budget and oversee procurement within guidelines.

Skills

Administrative experience

Budget management

Event planning

Communication skills

Organizational skills

Confidentiality

Team collaboration

Education

Bachelor’s degree

PMP or CAPM preferred

Tools

Zoom

Slack

Microsoft Office

Google Workspace

Asana

Job description

The American Physical Society is seeking an Operations Administrator to support the Chief External Affairs Officer in managing day-to-day administration for the Office of External Affairs. The role spans Public Affairs, International Affairs, and Development, requiring autonomous handling of budgets, calendars, travel, and events.

You will work closely with OEA leadership, coordinating meetings, travel, and vendor relations, while upholding confidentiality and professionalism in a hybrid