Project Mgr and Communications Asst to MD TA (E5900) (Administrative)

Job Summary
The Project Manager and Communications Assistant to the Managing Director of Technical Activities (MDTA) will provide high-level support in a fast-paced and dynamic environment, working closely with Society EDs, support staff, and cross-cutting efforts in TA such as Future Directions, Volunteer Engagement, and Strategic Programs. This role involves a blend of project management, data analysis, writing and editing, research, and high-level administrative and relationship support functions. Responsibilities include coordinating special projects, compiling and synthesizing data/information, and completing complex reports and analyses. The Special Assistant will work independently or with TA leadership and amplify the efforts and communications of the TA.

Key Responsibilities

Project Management and Administration:

• Possess advanced organizational skills and the ability to manage complex projects and high-stakes situations.
• Serve as a bridge between TA and the rest of the organization, ensuring smooth operations and strategic alignment.
• Report Compilation and Analysis:
• Gather, compile, and analyze data and information to produce complex reports that inform decision-making. Convert complex reports into plain English for broad dissemination.
• Utilize Microsoft Excel and other tools to analyze data, generate reports, and provide insights to inform decision-making.
• Prepare visualizations and presentations of data findings.

Research:

• Conduct research to support the TA's initiatives, providing data-driven insights and recommendations.
• Stay updated on industry trends and best practices to provide relevant information and recommendations.
• Prepare research reports and summaries.

Social Media Management:

• Assist in creating, monitoring, amplifying, and managing TA's social media presence to enhance engagement and communication with the IEEE community and the general public.
• Develop text and video content for social media posts.
• Monitor social media engagement and respond to comments.
• Amplify posts by societies, councils, and programs within TA.
• Analyze social media metrics to assess performance and drive for enhancements.

Communications:

• Compile and draft success stories, reports, social media posts, and press releases on impactful programs across TA
• Explore different venues/fora for promoting TA and its efforts

Presentation Development:

• Create and prepare presentations and talks for meetings, conferences, and other events to effectively communicate MDTA's vision and objectives.
• Create presentations using both Microsoft 365 and Google Suites.
• Gather and incorporate feedback to improve presentations.
• Coordinate with team members to gather necessary content.

Project Management:

• Manage internal and external special projects
• Develop project plans and timelines, monitor progress, and adjust as needed to meet deadlines.
• Manage other special projects from the MDTA as requested.

Writing and Editing:

• Draft and edit reports, correspondence, and other documents as needed.
• Craft and refine documents, reports, and communications for clarity and impact.
• Prepare materials on various matters for key internal or external audiences.
• Review drafts and finished documents for accuracy and grammar, including documents of a sensitive or confidential nature.

Tracking and Reporting:

• Monitor the progress of various initiatives and projects, preparing status reports and ensuring milestones are met.
• Track project timelines and deliverables.
• Communicate progress updates to stakeholders.
• Identify and address any issues or delays.
• Attend TA leadership meetings (including TA6 and Strategic team) and other meetings to take thorough notes of proceedings and ensure follow-up on action items.
• Create, organize, and maintain electronic files for MDTA.

Relationship Management:

• Build and maintain relationships with internal and external stakeholders to advance the TA's priorities.
• Liaise with internal and external stakeholders.
• Communicate regularly with stakeholders to understand their needs and concerns and recommend follow-up approaches.

Backup Role:

• Coordinate briefings with relevant staff and manage the flow of information to and from the Office of the MDTA.
• Prepare MDTA for meetings, manage correspondence, and work with the Executive Assistant to ensure all of the MDTA's event preparation needs are anticipated and met.

Education

• Bachelor's degree or equivalent experience Req

Work Experience

• 4-7 years Strong communicator with strong project management skills Req

Other Requirements:
As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.

PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.

For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management's right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.