Operations Coordinator, Electrical & Industrial Business Unit

Description

The Operations Coordinator will provide a broad range of process and project support, meeting and travel support, and internal and external communications support for the Electrical & Industrial Business Unit. They will also act as liaison to Members and Supplier Partners and support the divisions within the Business Unit as needed.

Primary Responsibilities:

1. Support E&I business unit operations, including the following:

• Correspondence (email, verbal and written) as required for the continued smooth operation of the Division.
• Maintenance of Member and Supplier Partner electronic and paper files.
• Assist Members and Supplier Partners with making updates to their company profiles on AD’s private website. This includes setting up new Member and Supplier profiles.
• Maintain and manage the E&I calendar of events.

2. Assist with divisional data and analytical requests in preparation for individual Member and Supplier meetings, as well as supporting “ad-hoc” reporting requests. 

3. Meeting Support for annual North American Meeting & Spring Network Meeting

• Assist Members and Supplier Partners with meeting registration, including all follow-up correspondence. 
• Pull together meeting specific details in the form of packets / materials for business unit executives. 
• Manage lunch and dinner tables for meetings’ general session and awards ceremony. 

4. Provide administrative and coordination support for Business Unit large industry events (NAED regional meetings, NEMRA, and others as assigned). 

• Register AD associates for select industry meetings.
• Manage all logistical components for AD attendees, including travel details, and any necessary materials or onsite requirements. 
• Create and manage the AD Team’s master meeting schedule by contacting requested Members and Suppliers to arrange appointments, fully integrating all confirmed meetings with the official event agenda to ensure complete alignment and coverage.
• Coordinate food and beverage banquet event orders for AD meetings to ensure accurate headcounts, menu selections, and service timing.
• Manage communications regarding business planning for meetings.

5. Executive Support & Assistance 

• Support Business Unit President with travel by arranging flights, hotel accommodations, ground transportation, and itineraries. This encompasses both domestic and international travel.
• Support business unit member and supplier meetings at AD HQ by ordering and setting up any needed meals (such as breakfast or lunch), providing coffee service, dinner reservations etc. 
• Deliver on-demand administrative and project support to Business Unit President when needed, providing timely and reliable support.

6. Identify and implement process improvements, presentation/documentation consistency, and best practice sharing within the Business Unit.

7. Handle all other tasks and projects as assigned.

Requirements

1. Detail oriented with an ability to work accurately and manage through cross-functional processes
2. Excellent organizational and follow-up skills
3. Strong oral, written and interpersonal communication skills
4. Flexible, willing to pivot from project to project and assist wherever needed
5. Ability to effectively work under tight deadlines and manage projects independently
6. Excellent customer service abilities
7. Quick learner with the ability to work in a fast-paced environment
8. Ability to multi-task successfully and manage multiple priorities
9. Resourceful and proactive problem solver
10. Ability to deliver results through teamwork

Qualifications:

1. Proficiency in Microsoft® Windows 10 and Office 365, including Outlook, Excel, Word and PowerPoint
2. Associate or bachelor’s degree is preferred, but not required
3. 3+ years of experience supporting multiple executives, simultaneously preferred
4. 1-3 years of experience supporting business operations

Additional Comments:

1. Travel: Annually up to 10 days for Division meetings
2. Hours: 8:00 a.m. – 5:00 p.m.; some overtime may be required
3. Position is based in Wayne, PA where we have a hybrid work schedule with 3 days in the office (Tuesdays-Thursdays in office & Mondays and Fridays remote)

AD is proud to be an equal employment opportunity employer.?Qualified candidates are considered for employment without regard to race, religion, gender, gender identity, sexual orientation, national origin, age, military or veteran status, disability, or any other characteristic protected by applicable law. At AD, we support a collaborative and inclusive environment. We value open participation from individuals with different ideas, experiences, and perspectives which we believe make AD a better place to work.