Who we are: The American Physical Society (APS) is a nonprofit membership organization working to advance and diffuse the knowledge of physics through its outstanding research journals, scientific meetings, and education, outreach, advocacy, and international activities. APS represents over 55,000 members, including physicists in academia, national laboratories, and industry in the United States and throughout the world. Society offices are located in College Park, MD (Headquarters), Ridge, NY, and Washington, D.C.
Position Summary: Supports the objectives, goals, and operation of the Executive Office by providing top-level assistance to the Chief Executive Officer (CEO), as well as to the Deputy Executive Officer/Chief Operating Officer (DEO/COO), Corporate Secretary, and Manager of the Executive Office. By supporting the work of the Office, the Executive Assistant will help leadership be more effective in their various roles. The position requires the highest level of confidentiality and professionalism.
Provides administrative support to the CEO and to other members of the Executive Office, including the DEO/COO, Corporate Secretary, and Manager of the Executive Office, and to senior volunteer leaders.
Organizes and maintain the CEO’s calendar; arranges and coordinates appointments, meetings, and functions; and prepares and provides appropriate documentation to assist with meetings.
Prepares and designs general correspondence, memos, power point presentations, reports, and other written materials. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
Screens, sorts and handles CEO’s telephone calls, filing, and incoming mail.
Coordinates travel arrangements for the CEO and the DEO/COO.
Prepares expense reports for the CEO and the DEO/COO and reviews expense reports of their direct reports.
Provides logistical arrangements, including virtual/conference calls, food and beverage, room setup/cleanup, and other needs for department and staff meetings.
Provides administrative support to executive-level committees, including preparing meeting minutes.
Supports committees and committee chairs on behalf of the Executive Office, including soliciting and managing nominations, sending official correspondence to new, current, and departing members, and maintaining committee records in the membership database.
Manages interactions with APS units to facilitate selection of APS-appointed member to unit executive committees.
Under the direction of the Manager of Executive Office, provides administrative support for the IUPAP Working Group on Women in Physics, including organizing and tracking travel grant applications.
Backs up the Manager of the Executive Office in their absence.
Performs general office duties such as ordering supplies, sending mailings, maintaining records management database systems.
Other duties as assigned.
To advance and diffuse the knowledge of physics for the benefit of humanity, promote physics, and serve the broader physics community, we:
Provide a welcoming and supportive professional home for an active, engaged, and diverse membership
Advance scientific discovery and research dissemination
Advocate for physics and physicists, and amplify the voice for science
Share the excitement of physics and communicate the essential role physics plays in the modern world
Promote effective physics education for all
The core values that drive our mission are:
The Scientific Method
Truth and Integrity
Diversity, Inclusion, and Respect
Partnering, Cooperation, and Open Collaboration
Education and Learning
The American Physical Society is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. The American Physical Society is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact Kimberly Browne, Senior Recruiter at firstname.lastname@example.org
The role is temporarily 100% remote and will be based in either the College Park, MD, Ridge, NY or Washington, DC office when on-site work resumes. Applicants looking for opportunities in either of these locations are encouraged to apply.
We welcome you to apply today!
Is This You:
Minimum 5 years of CEO or senior level support experience.
Dependable, accurate and conscientious in work habits.
Exceptional written and verbal communication skills.
Strong interpersonal skills and ability to build relationships with staff and volunteer leaders.
Proficiency in Microsoft office suite, Zoom video conferencing, and Google products.
Strong organization, documentation, and prioritization skills.
Ability to multitask.
Demonstrates effective time management and the ability to meet deadlines.
Demonstrates a positive, can-do attitude.
Excellent attention to detail; skilled at proofreading/copy editing.
Creative contributor; solutions oriented.
Ability to adapt to quickly changing schedules.
Ability to work well with interdepartmental teams as well as independently.
Ability to work effectively with minimal supervision.
Ability to treat confidential information with appropriate discretion.
Ability to act as a gatekeeper and escalate relevant information to executives as needed.
Bachelor's Degree Required
Internal Number: 1134-CP-APS
About American Physical Society
To advance and diffuse the knowledge of physics for the benefit of humanity, promote physics, and serve the broader physics community, we
Provide a welcoming and supportive professional home for an active, engaged, and diverse membership.
Advance scientific discovery and research dissemination.
Advocate for physics and physicists, and amplify the voice for science.
Share the excitement of physics and communicate the essential role physics plays in the modern world.
Promote effective physics education for all.