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SalaryJob Title: Coordinator, External and State Affairs
Department: External and State Affairs
Reports to: Senior Vice President, External and State Affairs
FLSA Status: Non-Exempt
Prepared date: 03/15/24
Summary: The Coordinator, External and State Affairs is primarily responsible for providing administrative support for the External and State Affairs Department, but may also provide project management, as needed.
Essential duties and responsibilities include the following (other duties may be assigned):
Assist the Executive Assistant to the Senior Vice President, External and State Affairs in the effective and efficient flow of the department’s work. Take lead administrative role in the absence of the Executive Assistant. Such assistance will include the following duties:
- Schedule appointments as directed and coordinate arrangements for meetings, conferences, workshops and other types of events. Produce and distribute announcements, schedules and agendas, as required.
- Maintain the schedule of the Vice President of External Affairs and the Vice President, State Leg.as well as other members of the department, as needed.
- Make travel arrangements for both Vice Presidents. Provide assistance to other members regarding travel arrangements, as needed.
- Develop and process expense reports for both Vice Presidents. Provide assistance to the other members of the department in developing and processing expense reports, as needed.
- Code and process invoices for the department.
- Maintain department spreadsheets as they relate to conferences, meetings, contributions, budget projects, etc.
- Ensure timely and accurate preparation of business correspondence, including drafting or editing.
- Maintain all department files in accordance with CTIA policies and procedures.
- Coordinate with the Executive Assistant all department activities and meetings. These include monthly briefings, ad hoc events and annual conferences both for legislators and regulatory guests as well as working groups and our external affairs partners. This includes all correspondence, event scheduling and planning and travel arrangements.
- Perform some detailed meeting planning functions that may involve travel to meeting sites for planning purposes, also master and perform data entry for our meetings mobile app.
- Respond to inquiries from Association members and external individuals and groups, as needed.
- Candidate must be flexible to work overtime, as needed.
Supervisory responsibilities: None
Competency:
To perform the job successfully, an individual should demonstrate the following competencies:
Customer Service - Responds to requests for service and assistance.
Interpersonal Skills - Exhibits a positive and friendly attitude.
Written Communication - Writes clearly and effectively, edits work for spelling and grammar, able to read and interpret written information.
Judgment - Exhibits sound and accurate judgment; maintains confidentiality within CTIA and outside.
Planning/Organizing - Prioritizes and plans work activities and projects; uses time efficiently.
Professionalism - Approaches others in a tactful manner, reacts well under pressure, and treats others with respect and consideration.
Quality - Demonstrates accuracy and thoroughness.
Attendance/Punctuality - Is consistently at work and on time; arrives at meetings and appointments on time.
Dependability - Follows instructions and responds to management direction in a timely manner.
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.
Computer skills:
Microsoft Word for Windows, Adobe Pro, PowerPoint, Outlook, and Excel.
Education and/or experience:
B.A (or B.S.) preferred. Comparable work experience and education will be considered.
Language skills:
Detail oriented with knowledge of grammar and punctuation. Proficiency in proofreading skills and strong communications skills is required.
Physical demands:
The physical demands described here 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. While performing the duties of this Job, the employee is regularly required to sit; and use motor skills.
Work environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet. This position may require overtime. Candidate must be flexible to work overtime if needed. This list describes general job duties and responsibilities. It is not a complete list of duties. Incumbents may be required to perform additional tasks related to these duties.
Location:
CTIA is currently operating on a hybrid work schedule with in-person requirements on Tuesdays, Wednesdays, and Thursdays in its Washington, DC office.
CTIA does not discriminate on the basis of age, sex, color, race, national origin, religion, sexual orientation, gender identity or expression, family responsibilities, marital status, personal appearance, veteran status, political affiliation, matriculation, genetic information, pregnancy or related conditions, disability or any other characteristic protected by law.
