Job File Coordinator Jobs in Washington (NOW HIRING)

As a key member of the Aerospace Industries Association, the Coordinator supports functions central to the day-to-day operations of AIA’s Civil, Space, and Engineering & Technology teams. As part of the coordinator cadre at AIA, this position also supports other divisions as needed.

This position is responsible for performing a variety of administrative activities and functions, supporting the Civil Aviation, Space, and E&T divisions. 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 are essential to the position.

Reporting to the Vice President, Civil Aviation, with a dotted line report to the Vice Presidents of Space and Engineering & Technology. This position takes day-to-day direction from the Civil Aviation (70%), Space Systems (15%), and Engineering & Technology (15%) division staff.

The salary range for this position is $52,000 - $60,000.

Provide administrative support with a high level of professionalism and in a manner that reflects positively on the organization (50%)

Administrative Duties: Responsible for providing administrative support to the Civil Aviation, Space, and Engineering & Technology teams, or other AIA divisions on an as-needed basis.

• Maintains the division’s working, subject, publication, and operational files (both physical and electronic) by filing and retrieving material, establishing new files and sections as needed, and periodically purging files of outdated material. Organizes and maintains log of items stored for the division in closets, file rooms or archived off-site.
• Maintains committee roster records for each division, making amendments in the appropriate databases for any changes to member companies, creating/ending system relationships, pulling committee lists for divisions, maintains committee list updates for divisions, updating members’ voting status, general data cleanup/entry.
• Supports preparation of materials for division’s councils and committees as needed. Collects and collates department summaries of meeting presentations. Maintains collections of meeting briefing books. Distributes meeting notices and materials to member company representatives. Collects and tracks proxy forms.
• Edits, transmits, and electronically files a variety of documents. Under the direction of division staff, transcribes or develops draft documents for the division examples may include: correspondence, agenda, minutes, listings, summaries or reports, charts and tables. Also reviews correspondence prepared by others requiring signature for general presentation. Ensures all documentation is appropriately coordinated and routed prior to release.
• Handles routine inquiries (telephone or email) incoming to the department. Responds directly on routine matters when possible and routes others to the appropriate staff member or department.
• Greets visitors to the office, ascertains their business and announces them to supervisor. Schedules and confirms appointments. Answers and screens incoming calls and responds to inquiries on routine matters, routing others to the appropriate staff member or department. Takes messages in the absence of other office members.
• Manages, coordinates and collects forms and reports for the division including payment request forms, leave reports and lobby reports. Ensures that they are submitted complete and on-time.
• Prepares individual expense reports and invoices; tracks and follows through to ensure payment is completed using the organization’s expense management system. .
• Coordinates supply orders for the division in support of division staff or division meetings.
• Performs general clerical duties including, but not limited to, copying, scanning, mailing (physical and electronic), filing and faxing.
• Supports staff in assigned project-based and organizational work.
• This role also includes coverage of the reception desk during lunch breaks and other periods of absence, ensuring continuous front desk support.

Logistical Planning (25%)

• Supports the planning of meetings and events. Supports divisional meetings (Council, Committee and Working Group events, internal, external, and member-facing meetings) by:
  • Ensures adequate meeting space has been reserved.
  • Ensures all meeting notices, read-ahead materials and follow-up materials are provided to participants in a timely manner.
  • Corresponds with hotels and member company representatives regarding meeting requirements for meetings not managed by Corporate Events.
  • Resolves difficulties with hotel and catering services.
  • Ensures all logistics for meetings are in place and operating (for example: sets up conference room, ensures audio-visual equipment is operational, and refreshments are in place). Tracks and records attendance at events. After conclusion of the meeting, ensures the space and all equipment has been cleaned and cleared and is ready for use.
  • Provides a breakdown of meeting expenses and computing individual meeting attendee share and invoices accordingly. Sends notices for past due accounts and collects payments. Responsible for managing meeting registration through applicable platforms.
  • Administers the registration process and desk; assisting in executing events both on and offsite including coordination with hotels; tracking attendance and following up with billing to members and vendors.
• Maintains calendars and schedules for the division to track workflow and meetings.
• Coordinates travel for division staff, manages travel arrangements, and resolves issues as needed.
• Responsible for managing meetings for divisions using applicable event management tools.
• Responsible for maintaining division’s records in relevant databases.
• Maintains and tracks division’s budget and expenditures and prepares appropriate reports and summaries.

Policy Support (25%)

• Provides support to Civil Aviation team members across core portfolio areas, including aviation safety, environment, spectrum, and emerging technologies, through preparation of materials (white papers, slide decks, memos) pertaining to these topics.
• Conducts research and data collection on topics pertaining to core portfolio areas.
• As needed, provides similar support to Space Systems and Engineering & Technology divisions across areas that overlap with the core Civil Aviation portfolio (R&D, spectrum, airspace integration).

• 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
• A team player attitude, with dynamic customer service, and proven ability to respond to internal and external requests, from all levels of leadership, for assistance promptly, professionally, and effectively
• 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 and 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 in a non-profit organization, trade association, or aerospace industry preferred
• Relevant operational, administrative, or project management experience preferred
• 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 non-discrimination regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity/expression, veteran status, or any other status protected by applicable law.

This job description is not intended to be a complete statement of all duties, which may be assigned by the supervisor according to varying business needs.