Committee and Program Administrator Elections (Administrative)
Job Summary
The overall purpose of this position is to support IEEE's committees and governance programs, focusing on the operational activities of the IEEE Election Oversight Committee and its corresponding subcommittees and programs. This position will specifically coordinate all aspects of the IEEE President-Elect Campaign Program and the related and expanding IEEE-supported elections and election-related marketing programs. Major areas of responsibility include informing members about the IEEE Annual Election candidates, coordinating electioneering and campaigning activities, providing resources to candidates to promote their candidacy, planning and supporting election-related candidate forum events, and informing members about the petition process and petitioners. This person will also collaborate with other organizational units to build and maintain user-friendly resources, experiences, and events for IEEE members and volunteers.
This position will be largely responsible for IEEE's annual election-related communications, including IEEE's internal and external digital presence and outreach to IEEE audiences, such as email messaging, meeting summaries, website, and other digital platforms, and social media, as needed. The role will develop content based on election activity deliverables and ensure an enriching experience for the IEEE audience who will be engaging with the content.
The position reports to the Sr. Program Manager, Elections, and functions as an individual contributor. This position works under general supervision and authority.
Key Responsibilities
- Communications (40%)
- Maintains internal and external digital election communications platforms, working to make sure they are secure, accurate, and have the best possible user experience, ensuring optimal visibility as appropriate.
- Provides oversight and editorial rigor for email messaging, meeting communications, websites, social media, and other digital and print content to ensure it is engaging, effective, and builds credibility.
- Prepares engaging, user-centric presentations for volunteer committee(s).
- Develops engaging content, as needed, in support of election initiatives.
- Supports creation of promotional materials, including graphics for both digital and print usage for elections-related promotions.
- Manages election digital content editorial calendar and execution, working with appropriate partners, as needed, to promote content via various platforms; ensures timely follow-up, execution, and reporting.
- Plans, develops, and executes international, national, regional, or local digital communications, considering the needs of a global, diverse member audience participating in voting.
- Maintains routine contact with digital communication partners across the organization (including IEEE Information Technology, Experience Design and Branding, and IEEE.tv, etc.) to promote content as appropriate, and oversees day-to-day content activities to support these promotions; interfaces with partners across the organization to cross-promote content, as appropriate.
- Maintains digital analytics and metrics for campaigns, digital presences, and works with appropriate groups to analyze and synthesize trends to support volunteer leadership.
- Supports the needs of video content, video recordings, and other election volunteer support materials, as needed.
- Election Operations (30%)
- Supports the management of IEEE President-Elect candidate activities, including invitations for presentations at meetings/events/conferences and publications, travel budgets, and expense reports. Coordinates with candidates and volunteers at various events.
- Assists and advises other Organizational Units with expanding standardized election programs.
- Interfaces with IEEE volunteers to address election content feedback and requests.
- Manages other election-related activities and projects as assigned to accomplish the organization's goals.
- Ensures compliance of IEEE-initiated Election efforts with IEEE governing documents.
- Develop and assist with education about the IEEE Annual Election, IEEE elections, and related election guidelines.
- Committee Administration (20%)
- Assists with virtual and in-person meeting and event planning for the Election Oversight Committee (EOC) and Tellers Committee and related subcommittees, as needed, including requests, facilitation, and onsite support and collaboration with the IEEE Conferences, Events, and Experiences Department.
- Serves as the primary staff support for the EOC Subcommittee on the President-Elect Candidate Campaign Program, which includes but is not limited to agenda planning and material preparation.
- Tracks and completes follow-up items.
- Creates reports for the Board of Directors.
- Assists with other meeting administration, including meeting agenda preparation, minute preparation, scheduling, expense report approval, etc.
- Other Projects and Programs (10%)
- Contributes to department projects as assigned.
- Required Domestic and International Must be able to travel domestically and internationally 2-4 times per year
- Bachelor's degree or equivalent experience Marketing, Communication or related field Pref
- 4-7 years cumulative work experience with at some related communications experience Req
- digital media experience (samples requested) Pref
- Excellent skills in Microsoft Office & Google suite applications; technologically savvy
- Intermediate proficiency in Excel or SmartSheet required; Advanced proficiency preferred
- Excellent written and verbal communication skills
- Basic website management experience and /or knowledge of CMS or WordPress platforms and HTML
- Familiarity or experience with using Canva is preferred
- Marketing, especially digital marketing, skills, and experience
- Highly organized with attention to detail
- Familiarity with developing project requirements and plans
- Ability to work in a cross-functional and solutions-oriented team
- Ability to manage several projects simultaneously and be comfortable with meeting tight deadlines
- Proactive and motivated
- Ability to self-direct and manage priorities in a matrixed environment.
- Proven project and time management skills
- Uses discretion and good judgment
- Professionalism and the ability to maintain confidentiality are a must
- Ability to create and sustain effective relationships with volunteers and staff
- Excellent skills in Microsoft Office & G suite applications; technologically savvy
- Intermediate proficiency in Excel or SmartSheet required; Advanced proficiency preferred
- Excellent written and verbal communication skills
- Basic website management experience and /or knowledge of CMS or WordPress platforms and HTML
- Highly organized with attention to detail
- Familiarity with developing project requirements and plans
- Ability to work in cross-functional and solutions-oriented team
- Ability to manage several projects simultaneously and comfortable with meeting tight deadlines
- Proactive and motivated
- Proven project and time management skills
- Uses discretion and good judgment
- Professionalism and ability to maintain confidentiality is a must
- Ability to create and sustain effective relationships with volunteers and staff
- Must be able to travel domestically and internationally 2-4 times per year
As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.
PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.
For information on work demands and conditions required for this position, please consult the reference document, ADA Requirements. This position is classified under Category I - Office Positions.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management's right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.
