Sr Administrator PELS Meeting Services

Description

Job Summary
The Senior Society Administrator, Meeting Services supports the Power Electronics Society (PELS) Executive Office by managing conference operations, committee administration, governance compliance, stakeholder engagement, communications, and society business activities. Serving as the primary staff liaison for major PELS conferences and events, this role partners with volunteer leaders, organizing committees, members, vendors, and internal IEEE stakeholders to ensure successful program delivery, operational excellence, and compliance with IEEE policies and procedures.

Key Responsibilities
Conference & Program Management
Serve as the primary staff lead and liaison for all PELS conferences, including APEC, ECCE, and as assigned, and may include Technical Committee conferences.
Manage conference application, approval, budgeting, financial planning, and MOU development processes.
Support conference steering committees and organizing committees to ensure successful event planning and execution.
Analyze conference budgets and provide recommendations to ensure financial and operational requirements are met.
Committee & Governance Support
Coordinate committee operations, meetings, agendas, materials, schedules, and governance documentation.
Support Vice Presidents, committee leaders, and volunteer leadership with policy, procedures, and governance updates.
Maintain compliance with IEEE policies, procedures, bylaws, and governance standards.
Manage committee rosters, communications, elections, and volunteer engagement activities.
Stakeholder Engagement & Relationship Management
Act as a trusted advisor and primary point of contact for volunteer leaders, conference committees, technical committees, and society leadership.
Build and maintain strong relationships with internal IEEE departments, including Finance, Legal, Compliance, Marketing, and Operations, to support society objectives.
Partner with conference organizers, vendors, venues, and professional conference organizers (PCOs) to coordinate deliverables, contracts, timelines, and event logistics.
Facilitate communication across diverse stakeholder groups, ensuring alignment, issue resolution, and timely decision-making.
Influence and engage in volunteer communities to drive participation, accountability, and successful program outcomes in a matrixed, volunteer-driven environment.
Support member engagement and retention initiatives through targeted communications, surveys, social media, newsletters, and promotional campaigns.
Communicate effectively with global audiences, including students, young professionals, academic leaders, industry professionals, and society members.
Communications & Marketing
Manage website content, social media platforms, e-newsletters, calls for papers, and promotional materials.
Develop and execute communication strategies to increase awareness and engagement across PELS programs and initiatives.
Support webinar, marketing, and outreach activities to promote society programs and events.
Operational Excellence
Manage travel grants, expense processing, contracts, vendor onboarding, and service agreements.
Conduct benchmarking, reporting, data analysis, and continuous process improvement initiatives.
Support society reviews, strategic initiatives, and special projects as assigned by the Executive Director.
Travel Information
Up to 20% Domestic and International Required

Qualifications

Education
Bachelor's degree or equivalent experience Req
Work Experience
4-7 years experience in conference/event management, project coordination, nonprofit governance, business administration, or related fields. Req
experience supporting volunteer boards, committees, conference portfolios, and stakeholder engagement initiatives. Req

Licenses and Certifications
Certified Meeting Planner (CMP) 1 Year Pref

Skills and Requirements
Demonstrated ability to build relationships, influence without authority, and collaborate across diverse stakeholder groups.
Strong communication, organizational, project management, and problem-solving skills.
Proficiency with Microsoft Office, content management systems, social media platforms, collaboration technologies, and web-based tools.
Certified Meeting Professional (CMP) preferred.
Ability to manage multiple priorities independently in a fast-paced, global environment.
A highly organized relationship-builder with strong conference and governance experience, proven stakeholder management skills, and the ability to effectively partner with volunteers, leadership teams, vendors, and internal business partners to deliver high-impact programs and events.