Executive Assistant Chief Executive Officer (CEO)

 

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:

As the Executive Assistant to the CEO, your primary responsibility will be to provide top-level assistance to the Chief Executive Officer (CEO).  You will support the operation and organization of the Executive Office, support executive-level committees and task forces, and provide support to the Chief Finance and Operations Officer (CFOO).

This position requires the utmost confidentiality and professionalism. You will be able to independently carry out assignments, exercise independent judgment, organize projects, and develop strategies to accomplish goals and tasks. Come make an impact at APS. Apply today!

Responsibilities:

• Provides administrative support to the Chief Executive Officer
• Provides administrative support to the Chief Finance and Operations Officer
• Provides administrative support to the activities and programs of the Executive Office activities
• Organizes and maintains the CEO’s calendar
• Coordinates preparation and organization of CEO meeting materials
• Prepares and designs general correspondence on behalf of the CEO, and Executive Office
• Manages departmental email mailboxes and google drive
• Manages requests for CEO approval and signature usage.
• Coordinates travel arrangements for the CEO
• Provides logistical arrangements for department meetings
• Provides administrative support to executive-level committees and task forces
• Leads an internal committee of support staff to coordinate senior staff activities and schedules
• Identifies and balances competing priorities, utilizing independent judgment.
• Backs up the Manager of the Executive Office in their absence.
• Other duties as assigned.

• Minimum 5 years of administrative experience supporting senior executives.
• 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.
• Expert knowledge of Google products, Microsoft office suite, and Zoom video conferencing.
• Strong organization, documentation, and prioritization skills; project management experience preferred.
• Ability to multitask.
• Demonstrates effective time management and the ability to meet deadlines.
• Demonstrates a positive, can-do attitude and is a self-starter.
• 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.
• Ability to operate independently.
• Ability to identify and balance competing priorities.
• Ability to treat confidential information with appropriate discretion.
• Ability to act as a gatekeeper and escalate relevant information to executives as needed.

Salary:

The salary range for this role considers the factors that are considered in making compensation decisions, including but not limited to skill sets, experience and training, and other business and organizational needs. APS's Compensation Philosophy is to manage salaries at the midpoint of the market. Therefore, it is the practice to hire within the entry - midpoint range.

Full Range: $63,685k/year - $95,528k/year (USD)

Target Range: $63,685k/year - $79,607k/year (USD)

Work Environment:

As noted above, APS offers a “Remote First” workplace. Although our Editorial Offices are located on Long Island, you can work from other places in the United States. We are flexible about work hours, but expect responsiveness during the core of the workday, Eastern Time. 


This is Us:

Help us achieve our mission of advancing and diffusing the knowledge of physics for the benefit of humanity, promote physics, and serve the broader physics community.

At APS, 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

Core Values:

Core values are essential to shaping the culture of an organization. They provide the structure and guidance for how we conduct ourselves in our day-to-day interactions. Every employee has a responsibility for upholding these values. The behaviors and actions associated with demonstrating competency in these Core Values are described in a separate document.

Our Core Values:

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

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. 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. 












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