Working as part of the Manufacturing Institute team, the Senior Executive Coordinator supports the Institute’s Executive Director (ED) through careful coordination and maintenance of the ED’s schedule and correspondence, as well as handling of multiple projects as specified by the ED. Position coordinates needs for the ED with the entire MI team and reports directly to the ED. Candidates must possess and continually demonstrate high levels of judgement, independence, organization and thoroughness to succeed.
Join the MI and Make an Impact in the Following Ways:
Maintain all aspects of the ED’s calendar and schedule including meetings, speaking engagements, travel, internal meetings, call list, etc. Frequently required to make quick decisions and resolve scheduling conflicts using good judgment to ensure that the ED’s time is used appropriately and efficiently.
Coordinate the scheduling process and assist with coordinating the input of the MI program team leads and other key groups, including NAM colleagues, on decisions regarding the ED’s scheduling priorities and managing necessary briefing materials and travel. Will also work with the CEO’s Executive Office, fellow NAM Office Coordinators and meetings management to determine meeting logistics and requirements as appropriate including support for the CEO’s meeting preparations when the ED is also participating.
Provide administrative support to the ED including covering the telephone, routing correspondence, rigorously proofing all written materials that come in to and out of the ED, screening other mail, filing and engaging in special projects as directed by the ED and/or the AVP of Business Relations and Partnerships. In addition, the Senior Executive Coordinator is responsible for preparing daily Review folders and ensuring efficient review of timely materials by the ED as needed by the MI team.
Assist the ED and program in preparing the ED and/or the NAM CEO for activities and events with various manufacturers, Administration officials, Congressional offices, The White House, and other outside groups. This will include logistics, coordination and development of itineraries and face sheets and thank you notes following the event.
Coordinate the ED’s travel arrangements and prepare expense reports.
Manage and keep current the ED’s contact database, prepare call-sheets in coordination with program team leads and AVP, Business Relations and Partnerships.
Organize and manage special projects for the ED including: organization and preparation of the monthly Institute Insider, monthly Board of Advisor emails, preparation of content for the weekly “Look Ahead” internal communications document, preparation and coordination of content for the NAM’s Board of Directors monthly email and other content as necessary.
Assist the ED with invoicing contributors and providing regular updates of invoice status.
The above list of responsibilities is representative of the position and is not intended to limit or preclude other responsibilities and tasks that may be associated with or added to the position.
5-7 years administrative experience working as a scheduler or Executive Assistant strongly preferred. Associates or Bachelors degree preferred, experience in lieu of degree accepted, with 3+ years of experience managing the office of a senior level executive in an advocacy, political, association, business or hospitality/service environment.
Candidates must possess outstanding intra-personal communication skills and office management abilities. Strong time management and organizational skills required.
Candidates must possess exceptional written “executive” communication skills, grammar and proofreading abilities.
Must be able to manage multiple projects concurrently and make decisions quickly, while paying impeccable attention to detail.
Must exude professional image and have the ability to approach people and situations first and foremost with a positive attitude, along with tact, diplomacy, discretion, a customer service focus, confidentiality and a sense of urgency.
Strong computer application skills are necessary including PowerPoint, Excel and Sharepoint.
Ability to handle pressure with grace and a positive attitude in a deadline driven environment.
Demonstrate the NAM’s Core Values when approaching work.
Must possess the ability to handle stress and work comfortably in a fast –paced environment where priorities and direction may change frequently.
Work hours are generally 9:00 am – 6:00 pm with flexibility to work after hours and limited travel as needed.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The Manufacturing Institute is the workforce and education partner of the National Association of Manufacturers. The MI has a mission of attracting, training and retaining the skilled workforce manufacturers need to compete. We do so through programs and activities designed to educate, empower and engage the current and future workforce. Our program work is complimented by our research agenda tackling the biggest challenges facing manufacturers in the U.S.
The National Association of Manufacturers (NAM) is the largest manufacturing association in the United States and one of the nation’s most influential advocates for manufacturing. By joining the NAM, you become?part?of a spirited and dynamic team that is driven to succeed. We recognize and reward our staff with competitive pay and annual performance based bonus programs. We offer an outstanding benefits package that includes health, dental, and vision insurance, life, short-term and long-term disability, flexible spending accounts, SmarTrip, and a 401(k) Salary Deferral plan with employer match and contributions, vacation and sick leave, complimentary on-site gym access and healthy snacks in the break room. Become part of a fast paced team passionate about keeping the United States the world leader in manufacturing.
The National Association of Manufacturers (NAM) is the largest manufacturing association in the United States and one of the nation’s most influential advocates for manufacturing. By joining the NAM, you become part of a spirited and dynamic team that is driven to succeed. We recognize and reward our staff with competitive pay and annual performance-based bonus programs. We offer an outstanding benefits package that includes health, dental, and vision insurance, life, short-term and long-term disability, flexible spending accounts, SmarTrip, and a 401(k) Salary Deferral plan with employer match and contributions, and ample vacation and sick leave. Become part of a fast-paced team passionate about keeping the United States the world leader in manufacturing.