Sr Administrator PELS Meeting Services (E5638)

Institute of Electrical and Electronics Engineers, Inc.; Piscataway Township (NJ); On-site; USD 90,000 - 140,000; Full time

Job summary

Institute of Electrical and Electronics Engineers, Inc. (IEEE) is seeking a Senior Society Administrator, Meeting Services to manage conference operations for the Power Electronics Society (PELS) and serve as liaison to committees, vendors, and stakeholders.

This role emphasizes governance compliance, budget analysis, and cross-functional coordination. You will partner with volunteer leaders and internal IEEE teams to deliver high-impact conferences, ensure operational excellence, and foster

Responsibilities

• Conference & Program Management: serve as primary staff lead for PELS conferences (APEC, ECCE, and others) and assist on related events.
• Manage conference applications, approvals, budgeting, financial planning, and MOU development.
• Support conference steering and organizing committees to ensure planning and execution success.
• Analyze conference budgets and provide recommendations to meet financial and operational requirements.
• Committee & Governance Support: coordinate operations, meetings, agendas, materials, schedules, and governance documents.
• Support Vice Presidents and leaders with policy, procedures, and governance updates.
• Maintain compliance with IEEE policies, bylaws, and governance standards.
• Manage rosters, communications, elections, and volunteer engagement activities.
• Stakeholder Engagement & Relationship Management: act as trusted advisor and primary contact for volunteer leaders, conference committees, and society leadership.
• Build relationships with internal IEEE departments (Finance, Legal, Compliance, Marketing, Operations).
• Coordinate with external organizers, venues, and PCOS to manage deliverables, contracts, timelines, and event logistics.
• Facilitate cross-group communication, issue resolution, and timely decisions.
• Engage volunteer communities to drive participation and accountability.
• Support member engagement via communications, surveys, social media, newsletters, and campaigns.
• Communicate effectively with global audiences including students, young professionals, academic and industry leaders.
• Communications & Marketing: manage website content, social platforms, newsletters, calls for papers, and promotional materials.
• Develop strategies to raise awareness and engagement across PELS programs.
• Support webinar, marketing, and outreach activities.
• Operational Excellence: manage travel grants, expense processing, contracts, vendor onboarding, and service agreements.
• Conduct benchmarking, reporting, data analysis, and continuous process improvement.
• Support society reviews, strategic initiatives, and special projects as assigned by the Executive Director.

Job description

Job Summary

The Senior Society Administrator, Meeting Services supports the Power Electronics Society (PELS) Executive Office by managing conference operations, committee administration, governance compliance, stakeholder engagement, communications, and society business activities. Serving as the primary staff liaison for major PELS conferences and events, this role partners with volunteer leaders, organizing committees, members, vendors, and internal IEEE stakeholders to ensure successful program delivery, operational excellence, and compliance with IEEE policies and procedures.

Key Responsibilities

• Conference & Program Management
• Serve as the primary staff lead and liaison for all PELS conferences, including APEC, ECCE, and as assigned, and may include Technical Committee conferences.
• Manage conference application, approval, budgeting, financial planning, and MOU development processes.
• Support conference steering committees and organizing committees to ensure successful event planning and execution.
• Analyze conference budgets and provide recommendations to ensure financial and operational requirements are met.
• Committee & Governance Support
• Coordinate committee operations, meetings, agendas, materials, schedules, and governance documentation.
• Support Vice Presidents, committee leaders, and volunteer leadership with policy, procedures, and governance updates.
• Maintain compliance with IEEE policies, procedures, bylaws, and governance standards.
• Manage committee rosters, communications, elections, and volunteer engagement activities.
• Stakeholder Engagement & Relationship Management
• Act as a trusted advisor and primary point of contact for volunteer leaders, conference committees, technical committees, and society leadership.
• Build and maintain strong relationships with internal IEEE departments, including Finance, Legal, Compliance, Marketing, and Operations, to support society objectives.
• Partner with conference organizers, vendors, venues, and professional conference organizers (PCOs) to coordinate deliverables, contracts, timelines, and event logistics.
• Facilitate communication across diverse stakeholder groups, ensuring alignment, issue resolution, and timely decision-making.
• Influence and engage in volunteer communities to drive participation, accountability, and successful program outcomes in a matrixed, volunteer-driven environment.
• Support member engagement and retention initiatives through targeted communications, surveys, social media, newsletters, and promotional campaigns.
• Communicate effectively with global audiences, including students, young professionals, academic leaders, industry professionals, and society members.
• Communications & Marketing
• Manage website content, social media platforms, e-newsletters, calls for papers, and promotional materials.
• Develop and execute communication strategies to increase awareness and engagement across PELS programs and initiatives.
• Support webinar, marketing, and outreach activities to promote society programs and events.
• Operational Excellence
• Manage travel grants, expense processing, contracts, vendor onboarding, and service agreements.
• Conduct benchmarking, reporting, data analysis, and continuous process improvement initiatives.
• Support society reviews, strategic initiatives, and special projects as assigned by the Executive Director.

Travel Information

• Up to 20% Domestic and International Required