Administrative Coordinator

About us:

DMI is the dairy research and promotion program working to increase demand and sales on behalf of U.S. dairy farmers and importers.

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.

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

No relocation assistance provided. Considering local candidates only.

About the position:

We are looking for an enthusiastic, 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 culture. Because we are relatively small, we can be nimble, so you need to be comfortable working in an environment of frequent change.

The purpose of this non-exempt position is to assist department members, support events, and manage projects, to help deliver major activities for the Innovation Center for U.S. Dairy (IC). This individual will support multiple IC staff members who work with a variety of external companies, universities, and organizations, frequently requiring assistance with events such as webinars, workshops and meetings. One key responsibility is preparing materials for Food Safety workshops.  Additional responsibilities include helping to manage activities of IC volunteers, supporting Dairy Sustainability Alliance Meetings, entering data and generating reports in Salesforce, and supporting other IC committee, Social Responsibility, and Customer Outreach projects

Key Accountabilities:

• Actively participate in Coordinator cohort meetings for peer interaction, best practices, and reception desk coverage
• Produce, edit, and format reports, presentations, templates and documents
• Proactively manage meetings and calendars as requested
• Coordinate meeting/workshop logistics (scheduling, setup, materials, catering, virtual support)
• Ensure office presence during on-site meetings and reception desk coverage for external guests
• Oversee domestic and international travel and related logistics and handle expense reports
• When needed, assist with meetings for cross-functional teams, or Board-related events
• Liaise with the Meetings Team for offsite meetings
• Act as a contact point between executives and internal/external partners
• Support contract and invoice submission/reconciliation
• Provide printing and mailing assistance (in-office only)
• Assist with contract and budget tasks as needed
• Perform ongoing administrative tasks for program support, as needed
• Develop an understanding of the dairy business and operations by attending and actively participating in team meetings

Requirements

• High school diploma or equivalent required; associate or bachelor’s degree is a plus.
• Aligns with DMI values: demonstrate integrity, excellent judgment and sensitivity to confidential matters.
• Minimum 3-5 years of administrative experience supporting executives and their teams
• Proficient in MS Office suite (especially Teams, Outlook and PowerPoint); familiar with business technology, such as Zoom, Concur and CRM/database.
• Project and/or program management experience is a plus.
• Experience with trade organizations and/or maintaining strong external relationships is a plus.

Knowledge, Skills & Abilities:

• Collaborative and team oriented; proactive in completing projects/tasks
• Excellent organizational, communication, and social skills
• High level of writing and presentation editing skills
• Ability to identify and implement process efficiencies
• Strong verbal and written communications  
• Excellent grammar and proofreading skills
• Effective at handling multiple tasks and shifting priorities.
• Strong customer service orientation
• Detail-oriented with accurate follow-up and communication
• Capable of working independently and in a team environment

Additional Information:

New Hire Salary Range:

$56,500-$70,000 annually. This posting contains a salary range that DMI believes, at the time of this posting, that it might be willing to pay for the posted job in the location(s) specified. We anticipate hiring for this position near the middle of the range. It is uncommon, except for situations where an external candidate possesses experience, credentials and/or expertise that far exceed those required or expected for the position, that DMI would consider paying a salary near the higher end of the range.

Benefits

We know that 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 and is accessible to the CTA Blue Line.

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.

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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 more than 26,000 dairy farmers, as well as dairy importers. Created to help increase sales and trust for dairy products, DMI and its related organizations work to increase demand 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.