The Coordinator, International Affairs and National Security Policy serves as the essential operational backbone of two critical divisions of AIA. Reporting to the Vice Presidents of International Affairs and National Security Policy, the Coordinator supports two divisions that are playing a leading role in shaping global trade, defense, and national security policy. This position routinely engages at the highest levels of industry, the U.S. government, foreign governments, and outside stakeholders.
The ideal person for this position is organized, discreet, collegial, customer service-oriented problem solving professional with excellent communication skills and attention to detail. The position requires excellent operations skills and outstanding oral and written communication ability.
They must be able to quickly switch between near- and long-term tasks. Managing multiple meetings, executing day-to-day operations, maintaining excellent records, and meeting changing deadlines is essential to the position.
Key Responsibilities:
This position will have primary responsibility for administrative support of both the International Affairs and National Security Policy division Vice Presidents and their respective division operations, including schedule and calendar maintenance, expense filing, coordinating team meetings, engagement with internal/external stakeholders on behalf of each leader, and other responsibilities as directed by the Vice Presidents. The incumbent will also support overall division tasks, including assisting with council, committees and working group actions, preparing and disseminating initial drafts of documents for member company distribution and/or AIA leadership, preparing policy summaries for AIA leadership and members, and collaborating on Association-wide flagship events.
Administrative Coordination for Division Leadership (70%)
Interact daily with each Vice President and internal/external stakeholders on division tasks with a customer service-oriented, responsiveness, project management, and attention-to-detail approach
Prepare expense reports and travel arrangements for each Vice President on a regular basis
Manage near- and long-term schedules for each Vice President and division, including scheduling meetings, deconflicting competing scheduling demands, and anticipating deadlines and milestones
Serve as a point of contact for communication for each division with internal/external stakeholders, including coordinating team engagements, tracking internal/external deadlines, and anticipating internal/external requirements
Maintain, update, and provide management of division-wide electronic filing systems using the Microsoft suite of programs (e.g., SharePoint, Project, Outlook, Excel, PowerPoint, etc.)
Ensure timely and accurate receipt, processing and verification of division invoices utilizing organizational financial systems.
Organize team and division engagement events, including division off-site planning meetings
Support to Policy and Advocacy Activities (15%)
Prepare and disseminate highly-accurate, large scale correspondence to division councils, committees and working groups to update members on division activities using bulk correspondence/Outlook notification programs on a weekly basis
Support division colleagues on tracking and recording relationships and member engagement for all councils, committees, and working groups in the Association's database (Membercast)
Prepare summaries of AIA council, committee, and working group meetings
Monitor and prepare summaries of outside policy events (e.g., Congressional hearings, think tank discussions, etc.) for AIA leadership and members
Enterprise-wide Collaboration (15%)
Provide support to AIA-wide flagship events, including bi-yearly meetings, quarterly executive meetings, monthly industry-wide interactions, and international air and trade shows
Collaborate with other division Coordinators/Senior Coordinators on organization-wide needs on an as needed basis, to include planning/execution of meetings or events led by other parts AIA
Participate in special projects, focus groups, and other assignments as needed
Qualifications and Experience:
Minimum Requirements:
Native understanding and extensive work within the Microsoft Office environment (Outlook, Word, Excel, PowerPoint, Project, Sharepoint) is required
Strong oral and written communication skills (concise, timely, positive nature)
Ability to work under time pressure to meet deadlines and capability to quickly flex to changes in priorities. In addition, be flexible where extra hours are needed without always being asked
Demonstrated ability to effectively communicate and collaborate with individuals across various levels of the association's hierarchy within a diverse organization.
Ability to independently prioritize, multi-task duties, and collaborate across AIA. In addition, possesses well-developed interpersonal and time management skills
Natural desire to take ownership to contribute to the broader team.
Motivated, "can-do" attitude that contributes to the mission of the organization and the industry
Ability to handle confidential information with professionalism, maturity, and trust
Desired Skills/Experience:
Bachelor's degree in a relevant field (e.g, international affairs, political science, public affairs/public policy, business/economics, journalism, history, etc.) is preferred
At least 1 year of relevant operations experience and project management is desired
Proficient writing skills, including the ability to develop background and talking points quickly and in a concise manner is sought after
The physical demands and work environment characteristics described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Equal Opportunity Employer
AIA is proud to be an equal opportunity workplace, committed to diversity, equity, and inclusion regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity/expression or veteran status.