Administrative Assistant, Office of the President

ASTM INTERNATIONAL 55000.00

To 68000.00 (USD) Annually paid holidays, sick time, tuition reimbursement, 403(b) United States, Pennsylvania, West Conshohocken Sep 02, 2026 ASTM International is a globally recognized leader in the development and delivery of international voluntary consensus standards. Today, some 12,000 ASTM standards are used around the world to improve product quality, enhance safety, facilitate market access and trade, and build consumer confidence. ASTM provides an excellent compensation and benefits package including: Undergraduate and Graduate Tuition Reimbursement

Comprehensive medical, dental, vision, life and disability insurance

Paid holidays, vacation and sick leave

403(b) plan with company match

100% company-funded defined benefits pension plan Position Purpose The Administrative Assistant provides comprehensive and proactive administrative support to the President, Vice President & General Counsel, the Managing Directors of the Enterprise Project Management Office (EPMO), and the Executive Assistant, Office of the President & Board Relations. The role also supports broader leadership initiatives and assists with Board related activities and affiliated entities, including the ASTM Board of Directors, Safety Equipment Institute (SEI), and ASTM LLCs. Organizational Role This administrative position reports to the Executive Assistant, Office of the President & Board Relations and interacts regularly with internal staff across all divisions, ASTM directors, members, and external organizational leaders. The role functions as an individual contributor and may provide coordination or work direction to colleagues and external vendors. Key Responsibilities President's Office & Board Support Provide daily administrative support to ensure efficient operations of the President's Office

Schedule bi-monthly virtual "new hires" orientation sessions with President.

Coordinate with ASTM's meetings team on Board meetings, special events, outreach programs, and related logistics, including travel, lodging, and transportation

Manage logistics for on-site and off-site Board and Board-related meetings, including registration setup, room configuration, materials, signage, and name badges

Coordinate Chair of the Board scheduling and responsibilities during Committee Weeks and related travel

Prepare and process governance-related communications, including standing committee invitations, awards programs, and IRS Form 990 disclosures

Support Board Planning Team activities and Outreach Day logistics

Oversee accompanying persons programs during off-site Board meetings

Coordinate shipment of materials and provide on-site support during the annual Board meeting

Update and maintain intranet pages, Board databases, and other information systems for the President's Office

Maintain digital files and Board-related records in accordance with ASTM Records Retention Policy

Provide general office support, including supply management and workflow coordination

Attend meetings and prepare summaries or follow-up reports as requested

Serve as backup to the Executive Assistant, Office of the President & Board Relations Vice President & General Counsel Support Assist with subpoenas, records retrieval, and other legal matters as requested

Serve as Custodian of Records for ASTM International

Prepare and file quarterly DOJ and FTC notifications

Assist with intellectual property enforcement and coordinate with IT staff on domain ownership (WHOIS) research

Engage with outside law firms as required

Coordinate meetings and travel arrangements related to legal matters

Handle confidential information with a high degree of discretion and independent judgment Enterprise Project Management Office (EPMO) Support Assist the Managing Director with scheduling and coordination of meetings with senior leadership and external stakeholders

Draft and manage routine communications and correspondence

Maintain documentation systems for programs and project outcomes

Support cross-divisional communication and collaborative project workflows

Assist with logistics for workshops, training sessions, and events

Support maintenance and updates to the Society's Business Continuity Plan on a biennial basis Minimum Requirements High school diploma required; college coursework or associate degree preferred

Strong computer skills, including proficiency in Microsoft 365 applications

Ability to travel (typically one meeting per year)

Demonstrated ability to maintain professionalism, a positive attitude, and strict confidentiality

Adaptable and eager to explore and adapt new technologies and frameworks to increase effectiveness and efficiency personally, across the President's Office, and the organization Preferred Qualifications & Competencies Excellent verbal and written communication and interpersonal skills

Exceptional attention to detail, with strong organizational and time-management capabilities

Proven ability to work both independently and collaboratively while managing changing priorities

Professional demeanor with sound judgment and discretion in handling sensitive information

Ability to work effectively with individuals across diverse backgrounds and levels of the organization

Proactive problem-solver with the ability to anticipate needs and implement effective solutions This job description is not intended to provide an all-inclusive listing of related job activities. Associates may be requested by management to perform other related activities in place of or in addition to those representative activities noted in this job description. ASTM International is an Equal Opportunity / Affirmative Action Employer Minorities/Females/Disabled/Veterans.