Role Description The Production Assistant supports the editorial and production workflow for journals and magazines by assisting with coordination, tracking, and quality control activities. This role works closely with internal staff, external editorial resources, vendors, authors, and volunteers to help ensure that content moves efficiently through the production process and meets established quality and timeliness standards. This position focuses on operational and administrative support rather than ownership of publications. The Production Assistant contributes to maintaining workflows, accurate records, and clear communication across all stages of production, under the guidance of a Manager Journals Production. This is a temporary position, anticipated to last through March 2027. While this role will work remotely, the ideal candidate will be within commuting distance to the IEEE's Piscataway office. - Assist in coordinating the flow of articles and issues through various stages of the production process. - Perform quality checks on content (e.g., formatting, completeness, adherence to style requirements) and flag inconsistencies for review by senior staff. - Support communication with authors, editorial offices, vendors, and volunteers regarding production status, missing items, and routine production inquiries. - Help facilitate the delivery and organization of final publication assets (e.g., PDFs, XML metadata, multimedia files). - Maintain documentation to ensure accurate records of production activity. - Provide administrative and logistical support for process improvements and special projects. - Support adherence to editorial guidelines and house style by applying checklists and standardized procedures. - Prepare reports and updates for internal stakeholders on production status and workflow metrics. - Participate in team meetings and contribute to process improvement discussions. - Perform other duties as assigned. Qualifications - Bachelor’s degree in English, communications, journalism, or a related field (or equivalent experience). - 1–3 years of experience in publishing, editorial support, production coordination, or a related field preferred. - Experience working with content workflows, vendors, or editorial systems. Requirements - Strong communication and grammatical skills are required. - Experience in reading and parsing mathematical statements and expressions is preferred. - Must be capable of exercising sound judgment when interfacing with authors, editors, society officers, and other members of IEEE staff. - Excellent organizational and time-management skills, the capability to manage a variety of tasks for multiple publications, and the ability to meet tight/multiple deadlines are required. - Strong interpersonal skills, including the ability to work with volunteers, vendors, and external editorial resources to enforce appropriate quality levels in editorial products; this may include working with authors and other volunteers who have ESL challenges. - Willingness to learn publishing standards, editorial style requirements, and new digital tools. Reporting Structure - Reports to a Manager, Journals Production. - No supervisory responsibilities.

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• Manage the MD's calendar, schedule and daily priorities to ensure time and attention are directed effectively • Track commitments, decisions and action items to ensure consistent follow-through • Prepare agendas, briefing documents and meeting notes with clear action tracking • Manage correspondence and stakeholder communication on behalf of the MD with discretion and professionalism • Plan, coordinate and run meetings on behalf of the MD, including preparation, facilitation and post-meeting follow-through • Coordinate research initiatives and team projects, ensuring clarity of brief, progress tracking and timely delivery • Delegate and direct tasks across internal teams on the MD's behalf, ensuring accountability and follow-through • Liaise with and oversee relevant team members to keep cross-functional workstreams aligned and on track • Coordinate with internal teams and external stakeholders across multiple time zones to support the MD's engagements and obligations • Maintain confidential records, contracts and documentation across shared systems • Anticipate requirements and proactively resolve issues before they escalate

• Manage the CEO’s calendar, communications, and priorities, ensuring time is optimized for strategic focus. • Collaborate with the CEO on company-led projects by carrying out research, preparing briefs, and executing tasks as directed. • Conduct detailed research on specified topics, summarize findings, and deliver actionable insights or well-prepared briefs. • Anticipate needs, organize priorities, and ensure deadlines are met with precision. • Identify opportunities to create efficiencies, streamline workflows, and optimize the CEO’s daily activities. • Handle personal matters for the CEO, such as researching and planning weekend events, coordinating logistics, or managing household-related tasks. • Interface with other team members and, on occasion, the CEO’s spouse to ensure smooth coordination on overlapping tasks. • Use tools such as ChatGPT, ClickUp, Slack, Zoom, Notion, Google Suite (Calendar, Gmail, Drive, Docs, Sheets, Slides), and Go High Level to manage tasks effectively. • Follow through on assignments with high attention to detail and quality, ensuring that projects are delivered to a high standard.