Operations Coordinator
The External & State Affairs Coordinator provides essential administrative and operational support to a nonprofit trade association's department and senior leadership. This role involves managing calendars, coordinating meetings and events, handling travel and expense logistics, and maintaining organized records to ensure smooth departmental operations in a hybrid work environment. The position requires strong organizational skills, proficiency with Microsoft Office and virtual meeting platforms, and the ability to adapt and collaborate effectively within a fast-paced team setting.
About Careertakes
👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Nonprofit / Trade Association.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
What You’ll Do
This position supports a busy External & State Affairs / department leadership team by coordinating administrative and operational tasks to keep meetings, events, and daily operations running smoothly.
- Coordinate calendars and schedule appointments for department leadership and team members.
- Manage meeting logistics: reserve conference rooms, prepare materials, and set up virtual meeting links.
- Support planning and execution of events, briefings, conferences, and off-site meetings (venues, accommodations, catering, attendee logistics).
- Assist with travel arrangements for senior leaders and staff.
- Prepare and submit expense reports, process invoices, and maintain accurate financial documentation.
- Maintain and update spreadsheets, departmental records, meeting notes, and budget tracking documents.
- Draft, proofread, and edit business correspondence, agendas, schedules, and event communications.
- Maintain organized departmental files and ensure proper document handling and confidentiality.
- Coordinate with internal partners and external stakeholders to support event logistics and day-to-day operations.
- Respond professionally to member and stakeholder inquiries.
- Provide administrative coverage and assist with ad-hoc projects as business needs arise.
- Offer occasional flexibility for overtime when required to support critical meetings or events.
Qualifications
- 1–2 years of professional administrative or office support experience (relevant internships may be considered).
- Experience coordinating calendars, scheduling meetings, and assisting with event planning/logistics.
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and Microsoft Teams.
- Familiarity with Zoom and other virtual meeting platforms.
- Strong written communication, proofreading, and editing skills with attention to grammar and formatting.
- Excellent organizational skills and the ability to manage competing priorities while maintaining accuracy.
- Professional demeanor, sound judgment, and the ability to handle confidential information appropriately.
- Positive, team-oriented attitude with a willingness to take initiative and adapt to changing needs.
- Bachelor’s degree preferred; equivalent combinations of education and experience will be considered.
Schedule & Location
- This is a hybrid role based in Mount Rainier, MD. Required in-office days: Tuesday–Thursday (in-office at the client’s Mount Rainier, MD location).
- Typical work schedule: Monday–Friday, 9:00 AM – 5:30 PM.
- Occasional travel for off-site meetings and departmental events may be required.
- Flexibility to work additional hours when necessary is expected.
Compensation & Benefits
- Salary: $53,000 – $59,000 per year (dependent on experience and alignment).
- Benefits: medical, dental, vision, and 401(k) (eligibility per client plan).
Perks
- Work alongside experienced senior leaders in a collaborative, mission-driven organization.
- Exposure to industry affairs, policy-related initiatives, and professional event planning.
- Hands-on experience supporting departmental operations, leadership, and external stakeholder engagement.
- Team environment that encourages professional development and growth.
Equal Opportunity & Hiring Transparency
Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.
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