**This position is located in Washington, D.C., it is NOT a remote role****
Position Overview
The Program Coordinator, Special Projects will serve a pivotal role in the success of the association, assisting to shape and execute the organization's operational strategy to drive efficiency and increase productivity. This role will assist the CEO in critical initiatives and projects that are strategically important to the organization including planning, executing, and delivering these projects successfully. This multifaceted position requires strong project management skills, strategic thinking, problem-solving abilities, effective collaboration with cross-functional teams, willingness to be flexible, and passion to learn. This dynamic position requires a highly organized, detail-oriented, and proactive individual capable of managing multiple responsibilities simultaneously. This position may require occasional travel and flexibility in working hours based on operational needs.
Responsibilities
The Program Coordinator, Special Projects will play a crucial role in supporting the executive staff, particularly the CEO
Assist with event planning, calendar management, team communications, meeting organization, and project management, as well as supporting the implementation of program and operational initiatives
Provide comprehensive administrative support to enhance the executive staff's ability to focus on leadership and strategic tasks
Manage scheduling and calendar management, document preparation, data entry, and internal and external correspondence while handling confidential and sensitive information with discretion
Attend key meetings to support preparation, note-taking, and follow-up as needed, including providing administrative and logistical support for Board of Directors meetings
Maintain and organize files, records, and documentation
Manage the executive staff's calendar, particularly the CEO including scheduling meetings, appointments, and travel arrangements
Ensure executive staff are well-prepared for all engagements with relevant materials and information
Schedule and organize team meetings, including preparing agendas, taking minutes, and following up on action items
Support executive staff in facilitating productive and efficient team meetings
Track project timelines, deliverables, and budgets daily, weekly, and monthly
Collaborate with team members to ensure projects are completed on time and within scope
Draft, proofread, and edit documents, reports, and communications
Assist NOPA in maintaining and organizing electronic files and databases including website backend and public updates.
Assist in developing, implementing, and modernizing operational processes and systems to enhance efficiency, productivity, accuracy, and quality within the association and for member companies.
Assist in the creation and elevation of member satisfaction by streamlining support processes. managing membership renewals and onboarding, addressing inquiries and complaints, organizing member-exclusive events and resources to foster a strong and supportive community, and other duties as assigned.
Qualifications
2+ years experience with non-profit operations, including event planning and coordination
Experience working on a small team, within a trade association, nonprofit organization, Congressional office or membership-based organization preferred
Ability to manage diverse responsibilities and multiple projects or tasks in a fast-paced environment
Sound judgment, maturity, and the ability to handle sensitive information with discretion and poise
High degree of organization, strong attention to detail with proactive nature with an interest in continuous improvement
Ability to work in fast paced environment, drive results, and hit aggressive timelines
Excellent interpersonal skills with a customer service orientation; ability to communicate effectively; courteously and professionally
Exceptional verbal communication skills, including the ability to exercise a high degree of diplomacy, collaboration, and problem solving
Advanced proficiency with office technology knowledge, esp. Microsoft Office Suite (Word, Outlook, Excel, Forms, PowerPoint, Teams, et. al.), and online media platforms (e.g., LinkedIn, WordPress, Constant Contact)
Graphic design, AI, and fast data experience a plus.
Education
Bachelor's degree preferred, but not required.
Benefits
Full-time employees will be eligible for all benefits including vacation, sick days, and organizational holidays. NOPA offers medical, dental and vision, and other benefits including 401(k) plan(s) pursuant to the terms and conditions of company policy and the 401(k) plan document.