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
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
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.