The coordinator is responsible for coordinating the day-to-day operations of the assigned departments and providing organizational and administrative support to the vice presidents and chief economist. This position requires the ability to plan, think independently and adapt to the needs of a fast-paced professional environment. The Coordinator is expected to stay abreast of policy developments and the departments’ priorities and activities. Additionally, this position assists with all ongoing NAM-PAC activities, including coordination and meeting setup of multiple NAM-PAC hosted fundraising events.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Department and Policy Activity Coordination
Ensure excellence in all communication from the vice presidents and the departments including group e-mails, hard-copy correspondence and memos, briefing information and other materials. Provide assistance in research, writing, editing and distributing various materials including meeting minutes, member follow-up correspondence and legislative summaries. Review and proof all publications, documents and materials for public viewing, ensuring accuracy, thoroughness and compliance with NAM publishing/document guidelines.
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; updating NAMIS with final attendance lists for all non-paid meetings and ensuring that the NAM calendar accurately reflects all of the department’s scheduled meetings and events.
Position supports key activities in relation to the NAM-PAC to ensure activities remain on time and budget. Coordinates daily activities and tasks for multiple ongoing NAM PAC projects. This entails researching, tracking of receipt and payments through the PAC, assisting with the logistics of PAC activities and events, and assisting the NAM-PAC Director with donor solicitation and thank-you communications.
Plan and coordinate broadcast e-mails, deliveries and mail merges, making arrangements with the Administrative Services Department as appropriate. Maintain the department's distribution lists, with special attention to updating contact information in a timely manner. Develop in-depth knowledge of all distribution lists in order to target communications depending on the content of the information to be distributed.
Coordinate and monitor current projects and work assignments for the vice presidents and other department staff to ensure timely completion of all tasks. Proactively track due dates and follow-up as appropriate.
Provide research assistance for substantive policy materials, letters, speeches, memos and other advocacy materials (by accessing government, business and organization Web sites or other sources).
Maintain the department's Web site in consultation with the relevant policy staff to meet NAM established protocol, including but not limited to: ensuring current and timely content; updating and loading; maintaining proper addresses; and removal of outdated material.
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 and materials from 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.
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; handling the vice presidents’ calendars; providing reminders of meetings, preparing background information and anticipate any needs for meetings, etc.
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.
Support the government relations department in political action committee logistics, including, but not limited to, event set-up and preparation.
Work with the vice president to develop 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:
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.
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.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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.
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;
Strong team player and team leader;
Ability to work effectively in a fast-paced, quality and goal driven work environment.
Education and/or Experience
College degree; experience on Capitol Hill within the executive branch or experience working in for a PAC or political campaign in a fundraising capacity 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.