Coordinator, Civil Aviation, Space, Engineering & Technology

Description

As a key member of the Aerospace Industries Association, the Coordinator supports functions central to the day-to-day operations of AIA’s Civil, Space, and Engineering & Technology teams. As part of the coordinator cadre at AIA, this position also supports other divisions as needed.

This position is responsible for performing a variety of administrative activities and functions, supporting the Civil Aviation, Space, and E&T divisions. The ideal person for this position is organized, discreet, collegial, customer service-oriented, problem‑solving professional with excellent communication skills and attention to detail. The position requires excellent operations skills and outstanding oral and written communication ability.

They must be able to quickly switch between near‑and long‑term tasks. Managing multiple meetings, executing day‑to‑day operations, maintaining excellent records, and meeting changing deadlines are essential to the position.

Reporting to the Vice President, Civil Aviation, with a dotted line report to the Vice Presidents of Space and Engineering & Technology. This position takes day‑to‑day direction from the Civil Aviation (70%), Space Systems (15%), and Engineering & Technology (15%) division staff.

The salary range for this position is $52,000 - $60,000.

• Maintains the division’s working, subject, publication, and operational files (both physical and electronic) by filing and retrieving material, establishing new files and sections as needed, and periodically purging files of outdated material. Organizes and maintains log of items stored for the division in closets, file rooms or archived off‑site.
• Maintains committee roster records for each division, making amendments in the appropriate databases for any changes to member companies, creating/ending system relationships, pulling committee lists for divisions, maintains committee list updates for divisions, updating members’ voting status, general data cleanup/entry.
• Supports preparation of materials for division’s councils and committees as needed. Collects and collates department summaries of meeting presentations. Maintains collections of meeting briefing books. Distributes meeting notices and materials to member company representatives. Collects and tracks proxy forms.
• Edits, transmits, and electronically files a variety of documents. Under the direction of division staff, transcribes or develops draft documents for the division examples may include: correspondence, agenda, minutes, listings, summaries or reports, charts and tables. Also reviews correspondence prepared by others requiring signature for general presentation. Ensures all documentation is appropriately coordinated and routed prior to release.
• Handles routine inquiries (telephone or email) incoming to the department. Responds directly on routine matters when possible and routes others to the appropriate staff member or department.
• Greets visitors to the office, ascertains their business and announces them to supervisor. Schedules and confirms appointments. Answers and screens incoming calls and responds to inquiries on routine matters, routing others to the appropriate staff member or department. Takes messages in the absence of other office members.
• Manages, coordinates and collects forms and reports for the division including payment request forms, leave reports and lobby reports. Ensures that they are submitted complete and on‑time.
• Prepares individual expense reports and invoices; tracks and follows through to ensure payment is completed using the organization’s expense management system.
• Coordinates supply orders for the division in support of division staff or division meetings.
• Performs general clerical duties including, but not limited to, copying, scanning, mailing (physical and electronic), filing and faxing.
• Supports staff in assigned project‑based and organizational work.
• This role also includes coverage of the reception desk during lunch breaks and other periods of absence, ensuring continuous front desk support.

• Supports the planning of meetings and events. Supports divisional meetings (Council, Committee…