Administrative Assistant, C&EN

Publications Division Overview: 

The American Chemical Society (ACS) is the world’s largest scientific membership association, with a mission to “advance the broader chemistry enterprise and its practitioners for the benefit of Earth and its people”. ACS Publications is a Division of the ACS and has all the characteristics of a medium-large scientific and technical publishing organization. It is one of two Divisions charged with serving the dual function of generating a reliable annual surplus to support the Society’s programmatic activities, while also fulfilling a core goal of the Society in advancing knowledge in the field of chemistry and the chemical enterprise. The Division publishes 80+ high-quality peer-reviewed journals covering the breadth of chemistry and allied fields, the award-winning newsmagazine, C&EN, as well as numerous other high-quality products and services of benefit to the global community. 

Unit Overview:                                                                

C&EN (Chemical & Engineering News) produces authoritative, award-winning journalism from around the world of chemistry, including research, education, industry, funding, and regulatory policy. It is published by but editorially independent of the ACS. C&EN is widely considered one of the major benefits of ACS membership. Its weekly magazine reaches more than 170,000 members of ACS, and its website receives more than 13 million page views per year

Position Overview: 

This role is responsible for providing administrative support to the C&EN team. The Administrative Assistant (AA), C&EN, will support a team of around 45 C&EN staff responsible for content creation and publication of the magazine. The AA will deliver a first-class customer service experience to the C&EN staff regarding daily administrative tasks. 

Position Accountabilities: 

• Arrange meetings and events, including polling and inviting attendees, booking venues, ordering catering, collecting agenda items, and/or scheduling online meetings. Maintain meeting minutes as appropriate.  
• Support administrative operations, including purchasing, finance, and facilities requests. Monitor business contracts and initiate the renewal process as advised. 
• Manage subscriptions to periodicals and news services and ensure access to subscriptions by C&EN staff.  
• Coordinate staff travel arrangements, including transportation and accommodation. Provide support for expense report filing.  
• Prepare communications, such as memos, emails, invoices, and other correspondence as requested by leadership. 

• Maintain and order office supplies. Record and report office supply expenditures. 
• Conduct data-entry activities and create standard reports under the guidance of C&EN leadership.  
• Support administrative duties associated with the hiring and onboarding process of new staff members, contractors, and freelancers. 
• Respond to general queries from C&EN staff and provide excellent customer service to a variety of collaborators at C&EN, ACS, or externally.  
• Undertake other ad hoc reasonable duties and projects requested by the C&EN leadership as appropriate.  

Required Skills:

• High school diploma required: Associate’s Degree or relevant certifications preferred.
• Strong organization and time-management skills, together with the ability to work independently and meet tight deadlines.
• Strong coordination and communication skills and proven ability to work effectively in support of a team.
• Excellent customer-service aptitudes and good problem-solving skills. Experience handling confidential and sensitive business information.
• Efficiency and competency in the use of Microsoft Office tools and social media platforms. 
• Willingness and ability to learn how to use new software and technology platforms.
• At least 3 years of previous administration experience (5 years preferred).  

Position Location:

The role will be based in the ACS Headquarters in Washington, DC.  ACS employees work a hybrid work schedule, consisting of working onsite, three days per week. ACS employees are in the office on Tuesday and Wednesday with the third in-office day scheduled in consultation with the manager. While always welcome to work in the office, employees may work the other two days of the week from a location of their choice.

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