Industry Relations Project Coordinator

About the Role

Responsibilities

• Coordinate and monitor marketing, communications, and industry relations projects by maintaining workplans, timelines, task assignments, documentation, and status updates.
• Track project progress, follow up on outstanding tasks, and escalate overdue items or potential issues to the appropriate team members.
• Maintain accurate sponsor, partner, exhibitor, vendor, and project information within databases, association management systems, and project management platforms.
• Track sponsorship, partnership, Patron, and exhibit deliverables, including contracts, agreements, deadlines, benefits, materials, approvals, and follow-up activities.
• Provide administrative and logistical support for Patron meetings, Industry Advisory Council meetings, sponsorship and exhibit activities, and other industry engagement initiatives.
• Schedule meetings, prepare agendas and materials, track action items, and maintain project and meeting documentation.
• Respond to routine questions from members, sponsors, exhibitors, vendors, and internal staff, providing timely and professional customer service.
• Prepare routine reports, status updates, correspondence, presentations, and other project materials by collecting, organizing, and validating information.
• Draft, edit, proofread, and distribute routine communications and documentation, utilizing AI-assisted tools such as Microsoft Copilot when appropriate and reviewing all content for accuracy.
• Assist with maintaining standard operating procedures, templates, workflows, and other resources to improve team efficiency.
• Conduct online research and assist with additional administrative and project-based initiatives as needed.

Qualifications

• Bachelor’s degree in a relevant field preferred; equivalent education, training, and professional experience may be considered.
• 2+ years of experience in administrative support, project coordination, program support, marketing, communications, or a related business environment preferred.
• Experience in an association or nonprofit environment is a plus.
• Strong organizational and project coordination skills with the ability to manage multiple priorities, deadlines, and deliverables while maintaining accuracy.
• Experience maintaining records, tracking deliverables, or coordinating processes using databases, spreadsheets, CRM/association management systems, or project management tools.
• Excellent written, verbal, and interpersonal communication skills with a strong customer-service mindset.
• Strong problem-solving skills and the ability to independently research issues and identify solutions.
• Proficiency with Microsoft Office, including Teams, SharePoint, Word, Excel, PowerPoint, and Outlook.
• Comfortable learning and utilizing databases, project management platforms, and other technology tools.
• Detail-oriented, dependable, and proactive, with the ability to work effectively both independently and as part of a team.
• Comfortable working in a fast-paced environment with shifting priorities and fluctuating workloads.