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Wold Trade Center DC Coordinator
Washington, DC
Job Description
How Your Role Contributes to the Success of the Office for Trade Promotion
In your position as Coordinator in the World Trade Center, Washington, DC, our mutual success is largely dependent on the planning skills, internal and external client relationships and enthusiasm that you bring to your role. As you assist in the planning and development of programs, you will be representing all the employees of our facility, giving our customers a level of confidence in our company's ability to deliver a superior event while demonstrating a cultural awareness and affinity for the needs of our international clients and guests.
JOB RESPONSIBILITIES
General Administrative Duties
Trade Center Management Associates is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.
In your position as Coordinator in the World Trade Center, Washington, DC, our mutual success is largely dependent on the planning skills, internal and external client relationships and enthusiasm that you bring to your role. As you assist in the planning and development of programs, you will be representing all the employees of our facility, giving our customers a level of confidence in our company's ability to deliver a superior event while demonstrating a cultural awareness and affinity for the needs of our international clients and guests.
JOB RESPONSIBILITIES
General Administrative Duties
- Act as the official “greeter” of the World Trade Center Washington, DC
- Manage the calendar of the VP of Global Business Development which serves as the official office calendar of WTCDC with careful attention to the details surrounding client events, offsite meetings/events as well as student programs
- Have knowledge of all TCMA policies and procedures
- Attend WTCDC staff meetings, to discuss high-profile events
- Insure all written communications are accurate and delivered to clients in a timely manner
- Return all phone calls and e-mails the same day
- Support the WTCDC team with all administrative duties including but not limited to weekly and monthly reporting
- Constantly and clearly communicate with all other departments regarding details of upcoming events
- Maintain filing system of all WTCDC documents
- Order office supplies and maintain sufficient levels of supplies to support WTCDC operations
- Maintain organization of WTCDC Storage Rooms
- Maintain consistent verbal and written communication with clients
- Demonstrate strong organizational skills
Promotion, Marketing and Event Support
- Draft thank you letters and other general correspondence for the WTCDC staff as directed.
- Develop templates for general correspondence to clients, guests and officials
- Respond to client inquiries via telephone, email and in-person
- Keep WTCDC managers informed of inquiries for the office via the TradeInfo email account
- Conduct research and provide support in the development of new and existing publications including the Capital Trade Guide, TradeWinds and other marketing material
- Conduct research and prepare briefing books for special projects
- Provide support in the development of Standard Operating Procedures for the WTCDC
- Provide support in the production of the TradeTalk video series
- Assist in the development of new marketing materials
- Support with department social media outreach and postings
- Draft blog event blog posts and program recaps
- Update event postings online for the following electronic event promotion tools: eblast, RRB/ITC website, RRB/ITC App/ WTCA digital platform, WITA event calendar and WebPort Global
- Assist the WTCDC operations and program managers in following up with events and sponsorship logistics
- Support with logistics and organize student delegations interested in learning about the functions of the department
- Obtain business cards of prospective clients from WTCDC managers and scan into database for purposes of business development
- Maintain WTCDC client database in Microsoft Access and Constant Contact
- Must be able to work some evening and early morning hours as needed to support events.
- Provide travel arrangements and visa applications for WTCDC staff and occasionally TCMA and Drew Company executives
- Support with preparation and follow-up for special department projects including reverse trade missions (RTMs) and Winternational
- Offer various levels of event support
- Gather data and support with various monthly department reports
- Provide office coverage during the TCMA core business hours of 8:30AM - 5:30PM
- Other tasks as directed by the Vice President of International Business Development or WTCDC manager
Required Meetings Attendance
- WTCDC staff meetings and periodic meetings called by the Vice President of Global Business Development
- WTCDC strategic planning meetings (when appropriate)
- Client planning meetings as required
- Special event development meetings for WTCDC self-produced programs
- WTCDC business development meetings
- Quarterly TCMA All-Employee meetings
People with Whom You Interact
- Prospective and existing clients including members of the diplomatic community, government officials and business executives
- International visitors and guests from our sister World Trade Centers around the world
- Outside vendors and suppliers
- All TCMA operational departments with significant interaction with the Sales and Events team
- Senior executive staff of TCMA
- Senior executive and administrative staff of our parent company - The Drew Company in Boston, MA
Background and Experience
- 4 year undergraduate degree
- 2+ years working in a fast paced office environment
- Must be a self-starter with a demonstrated ability to work independently
- Ability to effectively work with individuals from a variety of cultures, organizations, and management levels
- Organized and capable of logically planning and setting priorities, managing projects, identifying and resolving problems to produce measurable results in timely fashion
- Proficiency in Microsoft Outlook, Microsoft Word, Microsoft Excel and Microsoft Access (a plus)
- Previous experience using Constant Contact (a plus)
- Strong written, verbal, and interpersonal communication skills
- Strong attention-to-detail in all aspects of job performance
- Ability to manage multiple tasks simultaneously while delivering exceptional quality and customer service
- Ability to provide logistical and administrative support to multiple Individuals
- Interest in trade, international affairs, trade, foreign policy (a plus)
Trade Center Management Associates is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.
Job Summary
Start Date
Immediately
Employment Term and Type
Regular, Full Time
Hours per Week
40
Work Hours (i.e. shift)
8:30am to 5:30pm
Salary and Benefits
$42,000
$42,000 is equivalent to $21.19 per hour
Required Education
Bachelor's Degree
Required Experience
2 to 3 years
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