Job Description

Executive Assistant to the Chief Diversity and Ethics Officer (CDEO)

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 more than 50,000 members, including physicists in academia, national laboratories, and industry in the United States and throughout the world.

Position Summary:
The Executive Assistant reports directly to the Chief Diversity and Ethics Officer (CDEO) providing executive-level support for the Programs departments' objectives, goals, and initiatives. In addition, the Executive Assistant to the CDEO is the primary point of contact for internal and external constituencies on all matters pertaining to the Chief Experience and Engagement Officer (CDEO). Do you enjoy exercising sound judgment in various complex projects and situations that require collaboration and input? Do you possess strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities? Then this role is for you! The position requires the highest level of confidentiality and professionalism. The position also requires the ability to act independently and utilize independent judgment in carrying out assignments, including developing and implementing strategies and solutions to accomplish assigned goals and tasks. Make an impact by acting as the focal point for all the administrative processes for the CDEO. Join us at APS, a 123-year-old non-profit membership organization with a diverse team of professionals who truly enjoy what they do!

The APS has a “remote first” concept that promotes equal treatment and equal access, independent of physical work location, with a majority of staff working primarily from remote work locations. This position could require at times in office work, various geographic events and meeting attendance as instructed by your Supervisor. APS values diversity and welcomes candidates from a variety of backgrounds. APS offers a dynamic work environment with an outstanding total compensation package including salary, outstanding benefits, and excellent paid time off.

Responsibilities:

• Provides daily administrative support to the CDEO and ad hoc support for direct reports
• Keeps CDEO abreast of recent changes in education and political landscape
• Manages CDEO's schedule by making and communicating decisions regarding the prioritization of competing requests
• Communicates and collaborates effectively with various internal and external stakeholders
• Oversees project reporting
• Conducts follow up regarding determined action items, as appropriate
• Provides logistical arrangements
• Including virtual/conference calls
• Onsite room setup/cleanup
• Food and beverage
• And other needs for department and cross-department meetings
• Drafts and designs general correspondence including:
• Prepares and responds to emails
• Creates talking points
• Scripting
• Creates background documents to prep CDEO for meetings
• Creates PowerPoint presentations
• Proofreads copy for spelling, grammar, and layout, making appropriate changes.
• Responsible for accuracy and clarity of final copy
• Database administration tasks including pulling data and preparing associated analysis

Education: Bachelor's degree required. Project Management Professional (PMP) Certification (current) or Certified Associate of Project Management (CAPM) and or comparable project management certifications preferred.

Experience, Knowledge, Skills, and Abilities:

• Minimum of 5 years of administrative experience, preferably in an environment supporting executives and managing complex projects and initiatives
• Project management experience and familiarity of standard concepts and practices
• Experience conducting literature searches
• Experience monitoring latest trends, technology, news, and updates in relevant fields/industries
• Experience planning and executing meetings and events
• Strong organization, documentation, and prioritization skills
• Proven written and verbal communication skills with excellent attention to detail
• Strong interpersonal skills and ability to build relationships with staff
• Strong critical thinking skills and proactive problem solving
• Excellent judgment and ability to treat confidential information with appropriate discretion
• Proficiency with Zoom, Slack, Microsoft Office Suite and Google products

Travel: The position may require some business travel to attend meetings and events as part of its core responsibilities, as assigned.

Work Environment: Our physical offices are located in College Park, MD, Washington D.C and Hauppauge, N.Y. We are operational in most US states. We are not operational in all 50 states. The APS has a “remote first” concept that promotes equal treatment and equal access within the United States, independent of physical work location, with a majority of staff working primarily from remote work locations. APS allows flexible work hours; responsiveness is required, however, during the core 9 am to 5pm Eastern Standard Time workday.

Our Core Values:

• The Scientific Method
• Truth and Integrity
• Diversity, Inclusion, and Respect
• Partnering, Cooperation, and Open Collaboration
• Speaking Out
• Education and Learning

Web Presence:
Company: www.aps.org

Social Media: https://www.aps.org/newsroom/social/index.cfm

Amazing 2023 Benefit Offerings:

• Flexible schedules and ability to work remotely
• 8% employer-paid retirement contribution
• Investment advisement services: 100% employer paid
• Medical benefits: PPO or HDHP option
• Employer contribution to FSA or HSA account, eligibility based on medical plan enrollment
• Lifestyle Spending benefit up to $2000.00 (USD) - 100% employer paid
• Dental benefits: individual coverage 100% employer paid
• Vision benefits: individual and dependent coverage 100% employer paid
• Basic Life & Accident insurance: employee coverage 100% employer paid
• Supplemental Life & Accident insurance, including spouse & dependent child(ren) coverage
• Disability insurance: employee coverage 100% employer paid
• Voluntary Accident & Critical Illness insurance
• Healthcare, Commuter & Dependent care flexible spending accounts
• Vacation: 15 days annually
• Generous holiday leave: 17 paid days of significance; includes one week closure at the end of December
• Personal leave: 4 days annually
• Volunteer leave: 1 day annually
• Sick leave: 10 days annually
• Bereavement & Compassion leave: 2 -15 days based on loss
• 12 weeks employer-paid family leave
• College tuition reimbursement plan
• Job related seminar & continuing education
• Professional Certification/Recertification 100% employer paid
• Training and professional development; access to LinkedIn Learning on-demand courses
• Employee Assistance Program
• Mindfulness Meditation: live and on-demand classes
• APS does not offer relocation assistance/costs

The American Physical Society is an affirmative action and equal opportunity employer. It is the policy of American Physical Society not to discriminate or allow the harassment of employees or applicants on the basis of race, religious creed, immigration status, alienage or citizenship, religion, color, ethnicity, sex, national origin, age, disability, marital status, familial status, protected veteran status, protected military status, physical or mental disability, sexual orientation, gender identity, genetic information, predisposing genetic characteristics, ancestry, domestic violence victim status or any other characteristic protected by law with regard to any employment practices, including recruitment, advertising, job application procedures, hiring, upgrading, training, promotion, transfer, compensation, job assignments, benefits and/or other terms, conditions, or privileges of employment, provided the individual is qualified, with or without reasonable accommodations, to perform the essential functions of the job. This policy applies to all jobs at APS. 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 a reasonable accommodation, please contact APS Human Resources at hr@aps.org.

The “Know Your Rights: Workplace Discrimination is Illegal'' poster, prepared by the U.S. Equal Employment Opportunity Commission (EEOC), provides an overview of several laws that protect you from discrimination on the job, and several rights are afforded to you by these laws. The “Pay Transparency Non Discrimination Provision,” prepared by the U.S. Office of Federal Contract Compliance Programs (OFCCP), provides an overview of several protections implemented to protect individuals working under federal contracts from discrimination when inquiring about or discussing compensation; these protections apply to all employees and applicants. All APS Employees must be vaccinated and provide proof of vaccination via our secured vaccination portal upon hire, unless they have an HR approved medical or religious exemption. The APS has a "remote first" concept that promotes equal treatment and equal access, independent of physical work location, with a majority of staff working primarily from remote work locations. We welcome you to apply today!