Founded in 1780, the American Academy of Arts and Sciences is one of the nation’s oldest and most prominent honorary societies and independent policy research center. The American Academy seeks an Administrative Assistant to support daily administration and special projects for several departments with the Academy. The Administrative Assistant will play a key role in ensuring that the operations team, the membership information and elections team, and by extension, the Academy, can meet its strategic goals and deliver excellent service to the Fellows and general public.
The AdministrativeAssistant’s responsibilities include the following (percentage breakdowns are estimates):
Human Resources Department – 25%
Supportthe full recruitment cycle for employees includingposting jobs, scheduling interviews, and preparing new hire materials.
Assist with professional development projects, including processing professional development reimbursements and organizing monthly “Academy spotlight” series
Membership Information & Elections Office – 25%
Process member information changes, including address, title, affiliation and other member data.
Support the Membership Information and Elections department in processing and reviewing nominations, creating and maintaining nominee records, and drafting correspondence as necessary.
Finance Department. – 15%
Prepare cash receipts for deposits, and maintain the electronic deposit log sheet
General filing, scanning, and financial processes
Chief Operating Officer/Academy Governance – 10%
Assist with preparation and mailing of materials for governance committee meetings, including proofreading and editing.
Provide administrative and logistical support for annual on-site governance meetings
General Office – 25%
Process mail and packages, provide reception coverage, and ensuring the office and supply rooms are stocked and kept in an orderly fashion.
Provide occasional logistical support for on-site events, including the annual Induction ceremony.
As needed, and based on availability, provide administrative support to other departments for defined projects.
Proactively identify opportunities to develop processes for improved efficiency, coordination, and communication.
Research best practices and conduct bench marking projects.
Reports to: Manager of Human Resources and Organizational Development
Associate’s degree plus 2-3 years’ experience working in an office environment.
Must be able to occasionally lift up to 40 lbs, climb stairs, and operate a handcart
The ideal candidate will also demonstrate:
Very high attention to detail; curiosity and problem-solving skills; initiative and follow-through on projects.
Strong administrative and organizational skills, with an emphasis on time management and the ability to plan, organize and implement various activities.
Proficiency in Microsoft Office (Excel, Access, PowerPoint, Word), Adobe Acrobat, various document processing and database applications and querying, and internet searches.
Strong written and verbal communication skills; ability to proofread and edit.
Ability to learn quickly, prioritize, and work accurately and proactively with little supervision.
Excellent interpersonal skills and flexibility. Strong customer service background.
Understanding of how to deal properly with confidential or sensitive information.
Ability to work both independently and as part of a team.
About American Academy of Arts and Sciences
Since its founding in 1780, the American Academy of Arts and Sciences has served the nation as a champion of scholarship, civil dialogue, and useful knowledge.As one of the nation’s oldest learned societies and independent policy research centers, the Academy convenes leaders from the academic, business, and government sectors to address critical challenges facing our global society. Through studies, publications, and programs on the Humanities, Arts, and Education; Science, Engineering, and Technology; Global Security and Energy; and American Institutions and the Public Good, the Academy provides authoritative and nonpartisan policy advice to decision-makers in government, academia, and the private sector. The Academy’s membership of 4,600 Fellows and 600 Foreign Honorary Members includes many of the most accomplished scholars and practitioners worldwide. The Academy frequently sponsors meetings, lectures, panel discussions, and informal gatherings around the country. Topics are drawn from Academy projects and studies as well as the research and writings of Academy members. Academy publications include the journal Dædalus; a magazine, the Bulletin; and books, research papers, and ...other special reports. The Academy encourages and guides a new generation of scholars and thinkers through two fellowship programs: the Visiting Scholars Program and the Hellman Fellowship in Science and Technology Policy.Commitment to DiversityThe American Academy is committed to the diversity of its staff and membership. As a scholarly organization and research center, the Academy recognizes that diversity of thought, class, experience, sex, gender, race, physical or mental ability, age, religion, national origin, and sexual orientation is a value to uphold and is central to the mission and work of the organization. A more pluralistic staff embracing diversity of thought, approach and life experience fosters a more nuanced understanding of contemporary issues facing the nation and the world. Working together in a climate of respect and openness models the civil discourse that is fundamental to the work of the Academy.