Department: Infrastructure, Innovation and Human Resources Policy
Labor, Legal and Regulatory Affairs
Reports To: Vice President
FLSA Status: Non-Exempt
Coordinate the day-to-day operations of two assigned departments, providing organizational and administrative support to two vice presidents and each full department as a work unit. This position requires significant flexibility, the ability to manage different work styles, problem solve as well as the ability to plan, anticipate, think independently and adapt to the needs of a fast-paced, results-driven professional environment. The Coordinator is expected to stay abreast of policy developments, understand each department’s work priorities and manage meetings schedules in order to help organize around each team’s varying priorities.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Department and Policy Activity Coordination
Coordinate and monitor current projects and work assignments for the vice president and other department staff to ensure timely completion of all tasks. Proactively track due dates and follow-up as appropriate.
Support staff in outward facing activities including but not limited to speeches, meetings and other forms of communications and social media. Help manage workflow and team-driven content, including but not limited to letters, formal comments, memos, op-eds and talking points, including the management of approval processes and dissemination of content.
Provide best-in-class internal and external communication skills with both internal and external stakeholders.
Assist Vice Presidents and teams in research, writing, editing and distribution- including meeting minutes, member follow-up correspondence, and legislative summaries. Impeccable editing skills are necessary for reviewing and proofing all publications, documents and materials for public viewing, ensuring accuracy, thoroughness and compliance with NAM publishing/document guidelines.
Plan and coordinate broadcast e-mails, announcements, deliveries and mail merges, making arrangements with the Administrative Services and Communications Departments as appropriate. Maintain the department's distribution lists, with special attention to updating incorrect contact information in a timely manner so that lists are current and accurate. Develop in-depth knowledge of all distribution lists in order to target communications depending on the content of the information to be distributed.
Monitor Committee and other Hill meetings, as requested by policy staff. Monitor news websites and other sources for information pertinent to the issues covered by the department.
Organize and maintain the department’s paper and/or electronic records; including but not limited to: internal and external correspondence, membership Committees, Subcommittees, Working Groups and Task Forces. Coordinate the communication of updated policies to other departments and divisions, in consultation with the appropriate policy staff within the department.
Plan and handle all arrangements for department business meetings, receptions, and conferences (including the Board meetings and other meetings of the NAM membership). Responsibilities include making internal room reservations; securing outside venues (in coordination with meetings management); coordinating A/V needs and refreshments; making accommodations and all travel arrangements; developing invitation lists, distributing meeting announcements and tracking responses; organizing meeting logistics and registration; preparing tent cards; compiling and copying (or arrange for copying) materials such as handouts and rosters; and updating NAMIS with final attendance lists for all non-paid meetings. Ensure that the NAM Calendar accurately reflects all of the department’s scheduled meetings and events.
Ensure timely reporting of interactions with NAM members using the NAMIS system and the tracking and reporting of interactions with Members of Congress and congressional staff through the system established by the Government Relations Department.
Ability to handle pressure in a deadline driven environment
Answer telephone inquiries, take messages and/or direct callers to the appropriate person in the department. Maintain knowledge of NAM/department priorities and legislative issues in order to provide accurate and timely information and assistance to callers and other staff.
Perform various office management duties including coordinating department staff time and attendance program tracking; monitoring the budget, tracking invoices and handling check requests; filing expense reports; ordering supplies; ensuring proper and timely distribution of incoming and outgoing mail and overnight packages. Handle each vice president's calendar; provide reminders of meetings, prepare background information and anticipate any needs for meetings, etc. Work with each vice president to further improve internal department procedures, in compliance with procedures established for the Policy and Government Relations Division. As appropriate, recommend procedural changes in the department that will improve efficiency and communications.
Maintain up-to-date paper and computer filing and retrieval system for correspondence, testimony, reports and public handouts.
Type and Nature of Contacts: (describes with whom and purpose)
Within the NAM: Contact with various levels of staff to provide or obtain information and to coordinate activities.
External to NAM: Contact with NAM members, Agency and Hill staff to provide assistance or information and to arrange meetings.
SUPERVISORY RESPONSIBILITIES (includes the number of people supervised and the nature of the supervision)
Indirectly: interns as appropriate (responsible for educating interns on office and policy-development procedures, as well available resources)
Degree of Supervision Received
Depending on the task, minimal supervision on regular functions; detailed instruction and checking on final product for special projects.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school education and/or college-level coursework; at least four years of progressively responsible administrative experience; strong proficiency with Microsoft Word and using the Internet for research purposes; basic knowledge of Excel and PowerPoint; familiarity with or ability to quickly learn Web content management applications; good verbal communications skills; strong proofreading skills; excellent organizational and interpersonal skills; ability to change priorities, handle multiple tasks simultaneously and independently follow through on assignments. Experience on Capitol Hill or within the Administration is a plus.
About National Association of Manufacturers
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.