Administrative Assistant, Engagement Programs

AIChE, founded in 1908, is a professional society of more than 60,000 chemical engineers in 110 countries. Its members work in corporations, universities, and government, using their knowledge of chemical processes to develop safe and useful products for the benefit of society. AIChE fosters and disseminates chemical engineering knowledge, assists the professional and personal growth of its members, and applies the expertise of its members to address societal needs and improve the quality of life. Through its varied programs, AIChE continues to be a focal point for information exchange on the frontiers of chemical engineering research in such areas as energy, sustainability, biological and environmental engineering, nanotechnology, and chemical plant safety and security. 

We are seeking an Administrative Assistant to support the development and implementation of AIChE’s professional and student conferences. The Administrative Assistant will play a key role in the development and growth of AIChE’s smaller conferences and symposia, with an emphasis supporting day-to-day administrative tasks associated with conference program planning, such as sending and tracking speaker invitations, abstract management, competition coordination, and website updates. In addition, the Program Coordinator will have the opportunity to provide administrative support to AIChE’s two largest conferences for Chemical Engineers, while building relationships with professionals and faculty in the field.

• Outstanding time management and organizational skills a must
• Superior communication skills, both written and oral
• Ability to analyze data and organize in an engaging and informative presentation
• Strong attention to detail
• Must be able to meet deadlines and project expectations by providing timely updates
• Must be comfortable contacting volunteers, motivate and direct activities without direct authority
• Ability to work independently and also in a team environment, self-motivated

• Proficient in MS Outlook, Teams, Word, Excel and PowerPoint
• Proficiency in organizational and task automation tools such as Asana, Airtable, etc. is preferred
• Proficiency with using AI tools such as Chat GPT or Claude to increase work efficiency is preferred
• Familiarity with Content Management Systems (CMS) a plus

• Creative problem solver, proactively takes action to provide better internal or external service and/or positively add to the project
• Capability for effectively working with individuals and groups at all levels, building and sustaining relationships and acting as a team player 
• Managing and Measuring Work
• Organizational Agility
• Planning

• Prior conference program organization or project management experience a plus
• Knowledge of current trends in Chemical Engineering research, technology, and industry, a plus

­­This position is preferred to be a hybrid with a work from home option - the individual must reside within commuting distance of the New York City Global Office. Fully remote could be considered if the individual lives outside of the NYC tristate area.