Coordinator

Description

• →Organizes and accurately maintains various member files, tracking lists, mailing lists, e-groups and member participation in various reporting systems (i.e. Outlook, Excel, and CRM). 
• →Coordinates team meetings,  tracks status of projects, maintain records of member interactions. Leverage existing and emerging tools to improve effectiveness of the team and quality of communications with members.
• →Manages member scheduling and invitation processes. Coordinates member meeting calendar holds, meeting links and time zones. Sends calendar invitations.
• →Assists with meeting agenda development, including coordination of speaker needs.
• →Coordinates practical arrangements for in-person, virtual and hybrid meetings, including technology and room setup, attendee requirements, registration and attendance tracking. Works with team to assemble all meeting materials. 
• →Executes meetings on Zoom platform with polling and breakout room functionality deployed during meetings. 
• →Oversees speaker coordination by tracking confirmations, obtaining biographies, presentations and other logistical requirements. Ensures materials are received on time.
• →Takes meeting notes, draft summaries, and records agreed upon follow up actions. Coordinates the meeting follow up process, including compilation and distribution of follow up communications.
• →Responds to routine requests from members. Drafts correspondence and coordinates with colleagues on more complex inquiries, tracking outstanding requests to resolution.
• →Primary responsibility for administrative process related to member onboarding, invoicing and renewal tracking coordination, and other administrative membership tasks. 
• →Is responsible for accurate and timely completion of discrete tasks, subject to moderate or minimal supervision. 
• →Acts as liaison with marketing team for website updates related to the Institutes, Committees, and Forums.
• →Work with supervisor to manage broad priorities, independently manages competing priorities on a day-to-day basis. Gathers and organizes information for member requests and team projects.
• →Communicates effectively and with moderate supervision with all contacts internal and external to the Business Group.
• →Effectively collaborates with other team members across the organization, harmonizing practices and ensuring timely and accurate contribution to organization wide processes/tasks.
• →Contributes to the overall mission of the organization and member recruitment and retention through excellent customer service.
• →Identifies opportunities to better serve the members within the scope of the role.
• →Seeks guidance and is receptive to developmental feedback and opportunities.

Requirements

• →High School Diploma required. Bachelor’s degree preferred. Preferred fields of study and/or experience include health management, health communications/marketing, human resources, business, public health or related field.  
• →Two or more years of experience in an administrative capacity, though a Bachelor’s Degree that demonstrates strong communication, organizational and analytical skills can substitute for administrative experience. 
• →Fluent in written and spoken English.

• Proficient computer skills, with demonstrated proficiency in MS Office Suite and CRM software, and Zoom.
• Demonstrated ability to handle multiple responsibilities while meeting deadlines in a fast-paced environment. Manage a wide range of assigned projects on a day-to-day basis with moderate supervision.
• The ability to work effectively on team projects; collaborating with other colleagues to carry out the organization’s goals and objectives.
• Strong follow through and reliability when meeting commitments, tracking deadlines, and communicating progress.
• Strong critical thinking and analytical skills.
• Strong organizational skills, detail oriented, and thorough.
• Self-starter who can anticipate the work of the team.
• Excellent interpersonal, written, and verbal communication skills.
• Excellent internal and external customer and member service skills, having the ability to interact with colleagues, member companies, and potential members.
• The ability to be resourceful and creative in finding and using relevant information.
• The ability to be self-motivated, take initiative and exercise appropriate individual discretion and judgments within the context of established policies and procedures.
• High professional standards and the ability to handle sensitive information confidentially.

• This position requires sitting, standing and walking
• Extensive use of standard office computer equipment (e.g., keyboard, mouse and monitor)

• Resilient/flexible/adaptable
• Self-starter/motivated
• Learner/mentor/team-player
• Member/customer-first orientation
• Analytical/creative/forward-thinking
• Interpersonal awareness/leadership
• Growth mindset

• Position based at Business Group on Health offices in Washington, DC
• Hybrid schedule – At least 3 days in the office each week
• Minimal travel required