Executive Administrative Coordinator

About us:

DMI is the national dairy checkoff that is funded by U.S. dairy farmers with the primary purpose of dairy product promotion, research and education to consumers and other external audiences.

Dairy is one of the most affordable and accessible ways of getting high-quality protein and three of the four critical nutrients most often lacking in Americans’ diets: calcium, vitamin D and potassium. In addition, dairy farmers invest in research, innovation and practices to make dairy production more sustainable with benefits that extend beyond the farm. Through science-based proof and powerful storytelling, we demonstrate how dairy is both good for you and good for the planet.

About the position:

We are looking for an energetic, reliable, and organized professional to provide administrative support to executives and their teams. DMI is a fast-paced nonprofit made up of smart and friendly people who care about each other and are willing to help preserve our collegial-like culture. Because we are relatively small, we can be nimble so you need to be comfortable working in an environment of frequent change. This position may allow the EA Coordinator an opportunity to provide some clerical duties to support our amazing Accounting Team.

We offer a hybrid work model that allows for flexibility in working remotely on certain days.

No relocation assistance provided; considering local candidates only.

Key Accountabilities:

• Actively participate in Coordinator cohort group meetings that allow for: getting to know your peers; sharing best practices,; and ensuring shared coverage of the reception desk as needed.
• Produce, edit, and format reports, power point presentations, templates and documents
• Be proactive with meetings and calendar management
• Coordinate meeting preparation and support (i.e., scheduling, virtual Zoom and/or conference room setup, preparing materials/supplies, food orders/catering contact, virtual in-meeting production support)
• Be in the office on days when supported teams are hosting an on-site meeting and ensure coverage at reception desks when hosting external guests
• Oversee domestic and international travel and related logistics (e.g., secure visas), and handle expense reports of executives and for some of their direct reports
• Assist with support when needed by key cross-functional teams with execution of meeting logistics (e.g., collateral material) for team meetings and Board-related events
• Liaison with Meetings Team for all offsite meetings
• Act as point of contact between the executives and internal/external partners
• Manage department calendar and contacts
• Maintain library of frequently used slides, images, partner logos, etc. and become first point of contact for these types of requests
• Contract and Invoice submission and reconciliation support
• Printing & Mailing Assistance (in-office only)
• Contract and Budget Assistance, as appropriate (moderate)
• Other ongoing administrative tasks for program support, as needed
• Develop understanding of the dairy business and day-to-day operations

Requirements

• Shares the same values as DMI - Demonstrate integrity, excellent judgment and sensitivity to confidential matters
• Minimum 3-5 years’ experience providing administrative support to senior-level team members
• Strong computer skills and full proficiency in all MS Office programs (particularly Teams, Outlook and PowerPoint), Zoom, and CRM/database.
• High school graduate or equivalency required.
• Bachelor’s Degree is a plus.
• Experience performing light accounting clerical duties is another plus.

Knowledge, Skills & Abilities:

• Very collaborative, highly energetic, and team oriented; able to take initiative to see projects/tasks through to completion
• Extreme attention to detail
• High level of writing and presentation editing skills
• Ability to identify and implement process efficiencies
• Excellent grammatical and proofreading skills
• Excellent organizational skills
• Ability to collaborate with all levels of staff as well as outside partners and agencies
• Ability to handle multiple, simultaneous tasks and shifting priorities
• Strong customer service philosophy
• Ability to follow-up on details and communicate accurately
• Able to work independently as well as in a team environment

Benefits

We know that in order to meet our goal of growing dairy demand, we need the best people. We offer competitive compensation and generous benefits to help our employees balance their work and personal lives. Our Rosemont office is conveniently located across from O’Hare Airport and is accessible to the CTA Blue Line and Metra transit.

Our comprehensive health and welfare plans offer medical, dental, vision, life, short-term and long-term disability and flexible spending accounts (health care, dependent care, transit and parking). We also offer generous maternity and paid paternal leave plans. Our 401k provides up to a 10% match and includes a Roth account. DMI reserves the right to change or end its benefits plans or programs at any time.

Dairy Management Inc.™ is proud to be an Equal Employment Opportunity Employer committed to the principles of diversity. Qualified applicants will receive consideration for employment without regard to race, color, religion, ethnicity, sex, disability, age, sexual orientation, gender identity, protected veteran status, or any other characteristic protected by applicable law.

Dairy Management Inc.™ (DMI) is funded by America’s 29,000+ dairy farmers, as well as dairy importers. Created to help increase sales and demand for dairy products, DMI and its related organizations work to increase demand for dairy through research, education and innovation, and to maintain confidence in dairy foods, farms and businesses. DMI manages National Dairy Council and the American Dairy Association, and founded the U.S. Dairy Export Council and the Innovation Center for U.S. Dairy. DMI works with state and regional promotion organizations to implement these programs across the country.

We regret it is not possible to communicate with candidates except those who most closely match our requirements. Thank you.