Job Title: Senior Executive Coordinator Division: Manufacturing Institute Reports To: Chief Administrative Officer FLSA Status: Exempt/Associate Location: DC/Hybrid
The Manufacturing Institute (MI) is seeking a Senior Executive Coordinator. This position supports the Manufacturing Institute’s executive office through careful coordination and maintenance of the President of the organization’s schedule, briefing material, travel, expenses, and correspondence. This position reports to the Chief Administrative Officer (CAO) and is responsible for administrative support for the President while also providing limited assistance to the MI’s Operations Team. Candidates must possess and continually demonstrate high levels of judgement, independence, organizational skills and thoroughness to succeed.
Join the MI and Make an Impact in the Following Ways:
Maintain all aspects of the President’s calendar and schedule including meetings with internal and external stakeholders, speaking engagements, travel, internal meetings, call list and necessary prep times. This position supports a chief executive that is based in two locations and has a heavy travel schedule. Frequently required to make quick decisions and resolve scheduling conflicts using good judgment to ensure that the President’s time is maximized and scheduled efficiently.
Coordinate the development of briefing material for the President working with internal stakeholders such as the CAO and Program/team leads. Briefing support includes information such as travel details, relevant background details, call sheets, talking points and coordinates with the Communications team the preparation of remarks and media memos as needed.
This position also works closely with the NAM CEO’s Executive Office, the organization’s department heads, Operations Team, in-house meetings management professionals and other coordinators to prepare for and develop both internal and external events and meetings. Such activities often involve engagement with senior manufacturing leaders, White House and executive branch officials, Congressional offices, association heads, non-profit leaders and key supporters. Meeting support includes confirming logistics, coordination and development of itineraries and face sheets and the development of post-event correspondence and follow up with internal stakeholders.
Manage all aspects of the President’s travel arrangements and the preparation of expense reports.
Maintain the President’s contact database and assist in managing elements of the organization’s contact database, prepare call-sheets in coordination with program team leads and development teams.
Provide senior administrative support to the President including covering the telephone, routing correspondence, rigorously proofing all written materials that come in to and out of the President’s office, screening other mail, filing and engaging in special projects as directed by the CAO and/or President. In addition, the Senior Executive Coordinator is responsible for preparing daily Review folders and ensuring efficient review of timely materials by the President as needed by the MI team and other internal partners.
At the direction of the CAO, support for the organization’s operations include but is not limited to: the coordination of regular newsletters and external update messages, the development of correspondence to Board members, facilitation of regular internal staff meetings and events, the development of regular internal activity reports and limited logistical support for significant organization events and large convenings.
Supports the CAO in developing and managing process to facilitate internal information sharing and project coordination across the organization’s various departments and programs.
Flexibility to work after hours and limited travel as needed.
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.
We are looking for Team Players who meet the Following Criteria:
At least 2 years of executive scheduling and advance experience or equivalent administrative support for senior organization leaders.
At least 3+ years of professional experience in advocacy, political, association, business, fundraising or non-profit environments.
Candidates must possess outstanding intra-personal communication skills and office management experience. Strong time management, contact management and organizational skills required. Successful candidates must demonstrate expertise in continuous process improvement.
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.
A successful candidate must exude professional ethos and have the ability to approach people and situations first and foremost with a positive attitude and a strong sense of team and mission along with tact, diplomacy, discretion, a customer service focus, confidentiality and a sense of urgency.
Strong IT application skills are necessary including PowerPoint, Excel and SharePoint and experience with Salesforce or related CRM platforms strongly preferred.
Must demonstrate agility to adapt and excel in fast –paced environment working as a part of mission-driven team of professionals.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position
About the Manufacturing Institute
The Manufacturing Institute (MI) is a dynamic non-profit that leads workforce solutions for the manufacturing economy as the 501(c)3 workforce and education partner of the National Association of Manufacturers. The MI’s mission is to build, diversify, and strengthen the manufacturing workforce for individual opportunity, community prosperity, and acompetitive manufacturing industry for the future. Our diverse initiatives support all American workers, including emerging workers, women, veterans and students, through skilled training programs, community building and career growth.
Equal Opportunity Employer
The Manufacturing Institute is proud to be an Equal Employment Opportunity and Affirmative Action employer that is committed to inclusion and diversity. We welcome and celebrate everyone’s uniqueness here at the MI. We provide equal opportunities to individuals regardless of race, color, ancestry, religion, sex, sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, political views or activity, or other applicable legally protected characteristics.
We also consider qualified applicants with conviction histories, consistent with applicable federal, state and local law. At the MI, we believe in Second Chances! The MI is committed to offering equal employment opportunities to ALL. We only require that you have the qualifications, talent and passion to be successful in your role.
The MI is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact us at firstname.lastname@example.org
TheManufacturing Institute (MI) requires proof of Covid-19 vaccination from all employees that are headquarters based and/or remote. This is a condition of employment with the MI but will consider special accommodation for individual circumstances.
The mission of The Manufacturing Institute (MI) is to inspire, educate and empower the manufacturing workforce of today and tomorrow. The MI’s diverse initiatives support all American workers, including emerging workers, women, veterans and students, through skilled training programs, community building and career growth. As the 501(c)3 nonprofit workforce development and education partner of the National Association of Manufacturers, the MI is a trusted adviser to manufacturers, equipping them with resources necessary to solve the industry’s toughest challenges.
By joining the MI, 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 Manufacturing Institute is the 501(c)3 nonprofit workforce development and education partner of the National Association of Manufacturers. The MI’s mission is to inspire, educate and empower the manufacturing workforce of today and tomorrow. The MI’s diverse initiatives support all American workers, including emerging workers, women, veterans and students, through skilled training programs, community building and career growth.