Office Coordinator
Job Title- Office Coordinator
Reports to- USTMA Senior Director, Operations, Administration and Executive Initiatives
Job purpose
The Office Coordinator plays a critical role in enabling the success of USTMA’s senior leadership and operations teams. This position provides high-level administrative, logistical, and communications support to senior staff and the Senior Director, Operations, Administration and Executive Initiatives, ensuring smooth execution of strategic initiatives and day-to-day operations. The ideal candidate is highly organized, detail-oriented, tech-savvy, and thrives in a fast-paced, mission-driven environment.
Executive & Senior Staff Support
Manage complex scheduling needs for internal and external meetings, including committee and working group sessions.
Coordinate meeting logistics: track RSVPs, arrange catering, prepare materials, and ensure technology readiness.
Post relevant documents to members-only portals and maintain organized digital records.
Develop and distribute surveys to USTMA members and external stakeholders; compile and analyze results.
Conduct targeted research to support committee work and senior staff initiatives.
Website & Communications Support
Collaborate with Public Relations and Member Relations teams to maintain and update USTMA’s public-facing website.
Post breaking news, press releases, reports, and social media content daily.
Schedule and implement periodic content refreshes (bios, images, documents).
Support webinar outreach: draft stakeholder emails, manage participant lists, and send reminders.
Maintain media databases and contact lists for outreach and engagement.
Operational & Office Support
Provide IT support for internal meetings and troubleshoot basic tech issues.
Serve as backup for phone coverage and visitor registration.
Liaise with building management for maintenance and daily operational needs.
Conduct daily “suite sweeps” to ensure cleanliness and readiness of office space.
Assist with special projects and other duties as assigned.
Qualifications
Minimum 3 years of relevant administrative experience; experience supporting multiple executives preferred.
Bachelor’s degree a plus.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required.
Experience with website content management systems (e.g., WordPress, Drupal) preferred.
Familiarity with trade associations or nonprofit organizations is a plus.
Strong written and verbal communication skills.
Ability to work independently and collaboratively in a hybrid work environment.
Must be based in the Washington, DC area; relocation expenses are not provided.
Work Environment
This is a hybrid position requiring two days per week in the Washington, DC office. Candidates must have a reliable remote work setup, including internet access and appropriate technology
USTMA is an equal opportunity employer. Candidates of diverse background and experience are encouraged to apply.