Administrative and HR Operations Specialist

Ever eat an Impossible Burger, cooked plant-based chicken, or recycle a plastic water bottle? There isn’t a facet of modern life that chemical engineers have not touched.

Chemical engineers have been part of almost every major development from plastics and fibers to unleaded gasoline to solar power and medicines. If it’s modern, chemical engineers helped make it happen.

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.

Position Summary

The Executive Assistant and Human Resources Administrator will provide comprehensive administrative support to the Chief Executive Officer (CEO), Chief Finance Officer (CFO) and Chief People Officer (CPO). This role is critical in ensuring the smooth operation of executive functions and supporting HR processes within the organization. The ideal candidate is detail-oriented, proactive, and has a passion for nonprofit work.

Key Responsibilities:

Executive Support:

• Manage calendars for the CEO, CFO and CPO, scheduling and coordinating meetings, preparing agendas, and facilitating travel arrangements.
• Act as a liaison between executives and internal/external stakeholders, ensuring timely and professional communication
• Handle confidential projects and research for the executive team, providing insights and recommendations as needed.
• Assist in processing expense reports and other administrative needs

Key Responsibilities:

Executive Support:

• Manage calendars for the CEO, CFO and CPO, scheduling and coordinating meetings, preparing agendas, and facilitating travel arrangements.
• Act as a liaison between executives and internal/external stakeholders, ensuring timely and professional communication
• Handle confidential projects and research for the executive team, providing insights and recommendations as needed.
• Assist in processing expense reports and other administrative needs

General Administrative Support:

• Coordinate office operations, including supplies, IT needs, and vendor management.
• Organize and maintain files, records, and documentation for compliance and accessibility.
• Support planning and logistics for organizational events and meetings.
• Perform other duties as assigned to support organizational goals.

Competencies

• Organizational Skills: Ability to manage multiple tasks and prioritize work efficiently.
• Attention to Detail: Ensure accuracy in documentation and data management.
• Communication Skills: Strong verbal and written communication abilities.
• Problem-Solving: Resolve employee concerns and administrative challenges effectively.
• Teamwork: Work collaboratively with the HR team and other departments.
• Confidentiality: Handle sensitive employee information with discretion and professionalism.

Qualifications:

• Bachelor’s degree or equivalent experience in administration, HR, or related fields.
• 2+ years of experience in administrative and/or HR support, preferably in a nonprofit setting.
• Strong organizational and time management skills with the ability to multitask.

• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with HRIS systems.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proactive and self-motivated with a commitment to continuous learning.
• You are process-oriented and organized with excellent attention to detail and deadlines.
• You have outstanding collaboration and interpersonal skills and the ability to work across all levels and functions.
• You are willing to roll up your sleeves and be part of a lean and nimble team.

Preferred Qualifications:

• Experience supporting C-suite executives.
• Basic knowledge of labor laws and nonprofit HR practices.
• Familiarity with virtual meeting platforms (e.g., Zoom, Teams).

Work Environment:
This position operates in a hybrid work environment, requiring both remote and in-office work. Occasional evening or weekend hours may be required for organizational events.

Salary Range: $60,000 - $70,000 per year

We offer a variety of benefits to our employees including:

• Bonus opportunity
• Medical, Dental and Vision Insurance
• Flexible Spending Account
• 403b Retirement Plan with Company Match: AIChE 100% of the first 3% of your eligible pay you contribute to the plan
• Paid Vacation and Sick Days
• Holiday pay
• Educational Assistance
• Company Paid Life Insurance
• Company Paid Short Term and Long Term Disability Insurance
• Various Employee Perks and Discounts

The American Institute of Chemical Engineers is an Equal Opportunity Employer.