Operations Coordinator

Job Title: External & State Affairs Coordinator

Industry: Nonprofit / Trade Association

Location (city, state): Washington, DC (Hybrid)

Assignment Type: Direct Hire

Pay: $53,000 – $59,000 per year, depending on experience/alignment

Work Schedule: Monday – Friday, 9:00 AM – 5:30 PM | Hybrid schedule with in-office days Tuesday – Thursday

Benefits: This position is eligible for medical, dental, vision, and 401(k).

About The Company: Our client is a well-established nonprofit trade association that represents a major U.S. industry and works to advance policies that support innovation, investment, and industry growth. The organization offers a collaborative, professional environment where employees work closely with industry leaders and contribute to meaningful initiatives.

Job Description: Our client is seeking an organized, proactive External & State Affairs Coordinator to provide administrative and operational support to a busy department and its senior leadership team. This individual will partner closely with the department’s Executive Assistant to coordinate daily activities, manage schedules, and ensure meetings and events run smoothly. The ideal candidate is detail-oriented, adaptable, and eager to take ownership of responsibilities while supporting a collaborative team.

Key Responsibilities:

• Coordinate calendars for department leadership and team members, schedule appointments, and manage meeting invitations.
• Arrange conference rooms, meeting spaces, and logistics for internal and external meetings.
• Support the planning and execution of department events, briefings, conferences, and off-site meetings, including coordinating venues, accommodations, catering, and attendee details.
• Assist with travel arrangements for senior leaders and other team members as needed.
• Prepare and submit expense reports, process departmental invoices, and maintain accurate financial documentation.
• Update and organize spreadsheets, department records, meeting information, and budget-related tracking documents.
• Draft, proofread, and edit business correspondence, agendas, schedules, and event communications.
• Maintain organized departmental files and ensure documents are handled appropriately.
• Coordinate with internal partners and external contacts to support event logistics and daily departmental operations.
• Respond professionally to inquiries from members and other external stakeholders.
• Provide administrative coverage and assist with additional projects as business needs arise.
• Offer occasional overtime flexibility when required to support important meetings or events.

Qualifications:

• 1–2 years of professional administrative or office support experience; relevant internships in a professional office environment may be considered.
• Experience coordinating calendars, scheduling meetings, supporting a team, or assisting with event planning and logistics.
• Proficiency with Microsoft Office applications, particularly Outlook, Word, Excel, PowerPoint, and Teams.
• Familiarity with Zoom and other virtual meeting platforms.
• Strong written communication, proofreading, and editing skills, including attention to grammar and formatting.
• Excellent organizational skills and the ability to manage competing priorities while maintaining accuracy.
• Professional demeanor, sound judgment, and the ability to handle confidential information appropriately.
• A positive, team-oriented attitude and willingness to take initiative and adapt to changing needs.
• Bachelor's degree preferred; equivalent combinations of education and relevant experience may be considered.

Additional Details:

• This position follows a hybrid schedule, with required onsite work Tuesday through Thursday in Washington, DC.
• Occasional travel may be required for off-site meetings and departmental events.
• Flexibility to work additional hours when necessary is expected.
• The ideal candidate is dependable, resourceful, and comfortable supporting multiple team members in a fast-paced environment.

Perks:

• Opportunity to work alongside experienced senior leaders in a collaborative, mission-driven organization.
• Exposure to industry affairs, policy-related initiatives, and professional event planning.
• Hands-on experience supporting departmental operations, leadership, and external stakeholder engagement.
• A team environment that encourages professional development and growth.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.