Senior Executive Office Coordinator

Job Title: Senior Executive Office Coordinator
Department: Office of the President
Reports To: Advisor to the President and President and CEO
FLSA Status: Exempt
Level: Professional Staff
Date: 2014


SUMMARY

Working as part of team with the Advisor to the President position ensures that the Office of the President is managed effectively through careful coordination, planning, scheduling and handling of multiple projects. Position is responsible for managing the flow of materials directed to the President and oversees the scheduling of the President's calendar, handles the logistics for in person meetings, luncheons, and other meeting support services. Handles all travel logistics including preparing briefing books for outside meetings. Serve as the point person in monitoring and managing in person visits with the President. Project management includes maintaining and organizing a sizable contact database for the President. Position coordinates coverage for the President's office with the Executive Office Coordinator, who serves as back-up to this position. Position must maintain a strict high level of confidentiality on matters related to the Office of the President.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Maintain all aspects of the CEO'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 President's time is used appropriately and efficiently.
  • Coordinate the scheduling process and assist the Advisor to the President and members of the NAM's Senior Staff in making decisions regarding the CEO's scheduling priorities and managing necessary briefing materials and travel. Will work with the Executive Office Coordinator to determine meeting logistics and requirements as appropriate.
  • Provide administrative support to the CEO including covering the telephone, handling correspondence, editing all written materials that come in to and out of the CEO, screening other mail, filing and engaging in special projects as directed by the Advisor to the President.
  • Assist the CEO in preparing for activities and events with various members, agencies in the Administration, Congressional offices, The White House, and other outside groups.
  • Provide relevant information to members as it relates to special requests, inquiries on policy or other issues and directing concerns from members as appropriate to the Advisor to the President.
  • Coordinate the President's travel arrangements and prepare expense reports.
  • Manage and keep current the CEO's extensive contact database.
  • Organize and manage special projects for the CEO including: working with the meeting management staff to arrange dinners and receptions with other leaders in the Washington business community, developing correspondence and other related functions.
  • Work hours are generally 9:00 am - 6:00 pm with flexibility to work after hours as needed.
  • Ability to handle pressure in a deadline driven environment

EDUCATION and/or EXPERIENCE:

  • 5 - 7 years Hill experience working as a scheduler strongly preferred. Associates or Bachelor's degree preferred, experience in lieu of degree accepted, with 5+ years of experience managing the office of a senior level executive in an advocacy, political or business 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 communication skills, grammar and proofreading abilities.
  • Must be able to manage multiple projects concurrently and make decisions quickly.
  • Must exude professional image and have the ability to handle people and situations with tact, diplomacy, discretion, confidentiality and a sense of urgency.
  • Strong computer application skills are necessary.
  • Must possess the ability to handle stress and work comfortably in a fast -paced environment where priorities and direction may change frequently.

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 team, you become one of a spirited and dynamic team that is driven to succeed. The NAM offers an outstanding salary and benefits package that includes health, dental, and vision insurance, life, short-term and long-term disability, three weeks of vacation to start, flexible spending accounts, SmarTrip, and a 401(k) Salary Deferral plan with employer match and contributions. Position also has an opportunity to earn an annual bonus based on individual, team and organizational success. Come be a part of a fast paced team passionate about keeping the United States the world leader in manufacturing.

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