Senior Assistant and Coordinator chez National Electrical Manufacturers Association (NEMA)

The National Electrical Manufacturers Association (NEMA) represents over 300 electrical equipment and medical imaging manufacturers that make safe, reliable, and efficient products and systems. Together, our members contribute 1% of U.S. GDP and directly provide nearly 460,000 American jobs, contributing more than $250 billion to the U.S. economy. NEMA serves its members by living our core values in every aspect of our work: respect, integrity, teamwork, and leadership. 

The Senior Assistant & Coordinator, Technical Affairs provides administrative support to the Senior Vice President, Technical Affairs and coordinates the activities of the NEMA Technical Affairs Department. 

The position is non-exempt and reports to the Senior Vice President, Technical Affairs and is located in Arlington, Virginia. The position allows for a hybrid work schedule with a minimum of 3 days in-office required. 

Key Responsibilities

1. Executive Support

• Manage the calendar, scheduling, travel, and expenses of the Senior Vice President, Technical Affairs, ensuring optimal use of time and prioritization of commitments
• Monitor and maintain the SVP’s to-do list; proactively follow up on tasks, deadlines, and action items
• Organize internal and external meetings, including preparing briefing materials, agendas, and follow-up documentation
• Screen and prioritize phone calls, meeting requests, and other correspondence, exercising sound judgment and discretion
• Assist in drafting, editing, formatting, and proofreading correspondence and documents, often seen by high-level executives and NEMA members
• Maintain confidentiality and professionalism while handling sensitive matters
• Organize and maintain files, databases, and department information systems, ensuring accessibility and version control
• Think ahead to anticipate the SVP’s needs and offer timely support that contributes to the department’s overall efficiency

2. Department Coordination 

• Coordinate multiple departmental projects, tracking timelines, deliverables, and dependencies, while promoting effective cross-team workflows
• Maintain accurate records across shared drives and document repositories, including technical documentation, contracts, and internal communications
• Support team-wide functions such as coordinating team meetings, newsletter preparation, internal and external communications, and other special projects
• Coordinate with other departments—including Public Affairs, Regulatory, Membership, Accounting, Business Intelligence, and HR—to ensure consistent and timely execution of departmental initiatives
• Process and track contracts, invoices, and related administrative documents in collaboration with the Accounting and Legal teams, including for the NEMA Latin America office

3. Event and Meeting Coordination & Support

• Plan and support logistics for internal meetings, technical committee meetings, forums, and industry events in collaboration with the Manager, Meetings & Events; this includes coordinating hotel blocks, room reservations, catering, A/V, room setup, and virtual platform support
• Coordinate meeting invitations, registration, attendance tracking, and distribution of materials 
• Record and distribute meeting agendas, minutes, action items, and post-event reports when needed
• Assist with on-site logistics for key events such as the NEMA Standards Summit and technical forums
• Serve as a reliable point of contact for stakeholders engaging with the Technical Affairs department, ensuring professional and seamless experiences

Experience and Qualifications

• High school diploma required; associate’s or bachelor’s degree preferred
• Five or more years of administrative experience
• Ability to think two steps ahead and solve problems before they arise
• Proven track record of proactive calendar and task management for senior leadership
• Strong organizational skills with the ability to manage multiple projects concurrently; knowledge of project management tools (e.g., Gantt charts) a plus
• Excellent interpersonal and communication skills; experience working with high-level executives
• Ability to work independently and manage multiple projects against demanding timelines
• Knowledge of MS Office (Outlook, Teams, Word, Excel, SharePoint, Planner) and strong internet research skills

NEMA offers a competitive salary and excellent benefits package including paid holidays and personal time, flexible working hours, 401(k) plan, health and dental insurance, and partial pre-tax parking/Metro subsidy. Veterans are encouraged to apply. EOE/M/F/V/D.