Operations & Executive Assistant

Full-Time Reports to Executive Director Oversight by Manager, Events and Programs and Membership Coordinator Work Environment : Must be based in the Pittsburgh region to work in the office weekly, with some remote / work from home office. Some travel / in-person support required for conferences and meetings. Relocation expenses not provided by employer. Position Overview : IMAPS seeks a highly organized and proactive Operations & Executive Assistant to directly support the Executive Director, other Staff and volunteers, and assist to ensure smooth day-to-day operations. This role is ideal for someone who enjoys a fast-paced workplace working directly with our members and volunteers, who excels at juggling details, and can confidently manage tasks that keep meetings, communications, and logistics flowing. Background : IMAPS is the premier, non-profit membership association steering the communities associated with Microelectronics Advanced Packaging, Interconnect and Assembly by providing channels for communicating, educating, and interacting within academia, industry and government. IMAPS offers many benefits through membership, and educational and networking opportunities for industry professionals, packaging organizations, and students through technical conferences / workshops, professional development courses, IMAPS Academy learning portal, IMAPSource microelectronics packaging research library, and local chapters. IMAPS offers corporate memberships, event sponsorships, and exhibitions for companies to market the latest product and service applications of their current technologies and solutions. Primary Responsibilities : Executive / Operations Support : Assist with daily operational tasks such as project management, scheduling appointments, coordinating meetings, and maintaining society documents. Manage communications and correspondence between different departments and external parties (members, exhibitors, sponsors, volunteers, committees, vendors). Coordinating with vendors and suppliers to ensure timely deliveries and payments. Identifying areas where improvements can be made in the organization, and contributing to innovation in operational processes. Society governance and leadership support. Process membership / event invoices / payments. Submit invoices and track organizational expenses. Prepare credit card / expense reports. Meeting & Event Logistics : Assist the Manager, Events and Programs. Coordinate logistics for board meetings, staff meetings, conferences, and member events. Communicate with venues and vendors for event planning. Manage registration, prepare print materials, send reminders, and support set-up / tear-down (signs, food / bev checks, lunch / meal monitoring, supplies, A / V quality checks in meeting rooms). Assist in on-site management of speakers and committee members, proactively engaging in their onsite needs. Membership Logistics : Assisting the Membership Coordinator. Membership Data Import Support. Membership Related Webpage Development Support. Event Badge Registration Support. Maintain and update member and contact database. Status, stats, reporting for membership / chapters. Journal / magazine preparation and copyediting. Qualifications : Bachelor’s or Associate’s degree and / or comparable experience. Strong customer service. Experienced in supporting (working with) leadership teams or executives. Strong organizational and project management skills. Exceptionally organized and detail-oriented. Comfortable working with a small team, managing multiple deadlines and shifting priorities. A strong communicator (written and verbal) with a collaborative mindset Strong computer, writing and editing skills. Proficient in Office Suite and Google Workspace (Gmail, Docs, Sheets, Calendar, etc.), Web-based tools. Familiarity with nonprofits is a plus but not required. Compensation & Benefits : Salary range : $40,000-$45,000 annually. Benefits include health, vision, dental, paid time off, and professional development opportunities. How to Apply : Your resume and separate statement of interest file are required and will be accepted only via email to Brian Schieman, Executive Director, at bschieman@imaps.org with subject line : IMAPS Operations & Executive Assistant 2025 . Applications will be accepted through November 14, 2025, or until the position is filled. Selected candidates will be invited to interview on a rolling basis, until the position is closed. Bachelor’s or Associate’s degree and / or comparable experience. Strong customer service. Experienced in supporting (working with) leadership teams or executives. Strong organizational and project management skills. Exceptionally organized and detail-oriented. Comfortable working with a small team, managing multiple deadlines and shifting priorities. A strong communicator (written and verbal) with a collaborative mindset Strong computer, writing and editing skills. Proficient in Office Suite and Google Workspace (Gmail, Docs, Sheets, Calendar, etc.), Web-based tools. Familiarity with nonprofits is a plus but not required. Salary negotiable, based on experiencePandoLogic. Category : Administrative, Keywords : Executive Secretary, Location : Pittsburgh, PA-15290