CMAP
Executive Office
Executive
Program Coordinator (EPC2017)
January
9, 2017
Job Category: Associate
Experience Required: 3 to 5 years
The Chicago Metropolitan Agency
for Planning (CMAP) seeks to hire a full-time Executive Program Coordinator to
assist with support for the Executive Director, Chief of Staff and General
Counsel, and CMAP Board and Policy Committee activities. CMAP is the official regional planning
organization for the seven northeastern Illinois counties of Cook, DuPage,
Kane, Kendall, Lake, McHenry, and Will.
CMAP developed and now guides implementation of metropolitan Chicago’s
comprehensive regional plan, GO TO 2040, and has begun development of the
region’s next comprehensive plan, ON TO 2050.
The ON TO 2050 regional plan will establish coordinated strategies to
help the region’s seven counties and 284 communities address transportation,
housing, economic development, open space, the environment, and other
quality-of-life issues. See www.cmap.illinois.gov for more information. For detailed information about our
benefits, please go to http://www.cmap.illinois.gov/about/careers#benefits.
Position Description
The Executive
Program Coordinator will work in the CMAP executive office to support the
Executive Director and the Chief of Staff and General Counsel. The position will be required to vet meeting
and speaking requests for the Executive Director, prepare appropriate talking
points or remarks for the Executive Director, and work with all CMAP
departments to ensure the Executive Director has the most up-to-date policy
positions and appropriate background information prior to meetings, speaking events,
or engagements with outside partners. The
Executive Program Coordinator will also proactively work with the Outreach
Team, Senior Development Specialist, and other CMAP Departments, as
appropriate, to seek opportunities for the Executive Director to engage with
new and existing external partners. The
position will also be required to assist the Chief of Staff and General Counsel
in preparation and review of CMAP Board, MPO Policy Committee, Transportation
Committee, and other committee materials. The Executive Program Coordinator must be an
excellent writer and a dynamic thinker, and have a demonstrated ability to
manage multiple tasks and meet deadlines.
Responsibilities
Meetings and Invitations
· Vet meeting requests and invitations to speak
from external partners.
o
Engage
external partners to understand purpose of meeting
o
Assess
potential risk and benefit of CMAP participation
o
Assess
degree of relevance to Executive Director responsibilities
o
Liaise
with Executive Assistant, Chief of Staff and General Counsel, and Vetting
Committee to reach final recommendation
· Prepare materials for Executive Director’s
external talks
o
Understand
and negotiate partner goals for the event
o
Identify
CMAP goals for participation
o
Collaborate
with CMAP Departments to source content and review final remarks
o
Develop
remarks and/or talking points
· Manage advance preparations for Executive
Director’s events
o
Coordinate
with external partners to understand program and logistics
o
Ensure
Executive Director’s has appropriate support materials and information prior to
the event
o
Ensure
successful presentation of agency’s priorities
· Attend meetings and events with (or in place
of) Executive Director
o
Serve as
on-site liaison for events
o
Help put
meeting in context with background or other information
o
Ensure
proper and strategic directed follow-up
Executive
Briefings
· Prepare Executive Director for meetings with
internal and external stakeholders
o
Connect
with participants to understand desired outcomes
o
Craft
short, strategic recommendation for meeting goals
o
Research
relationship and project histories to create digestible background
· Support Executive Director follow-up
o
Coordinate
with CMAP staff and/or external stakeholders to identify and execute follow-up
actions
Committee
Meeting Preparation
· Manage the Committee meeting agenda and
document development process
o
Establish
deadlines for document completion
o
Review
documents for substance, grammar, and CMAP style
o
Ensure
that all materials are prepared for Chief of Staff and General Counsel review
o
Work
closely with Executive Assistant to ensure all materials are available for
distribution by required deadlines.
Other Duties
· Work with the Outreach team, Senior
Development Specialist, and other CMAP Staff to engage external stakeholders
o
Brainstorm
new potential strategic external partners, including in the private sector
o
Work
with the Outreach team to seek meetings or engagements with the Executive
Director
o
Coordinate
with the Senior Development Specialist to align outreach efforts with CMAP’s
strategic development plan
· Serve as project manager for special projects
o
Coordinate
with external partners to set project goals
o
Ensure
compatibility with CMAP goals and activities
o
Update
Executive Director and relevant staff as needed
o
Deliver products,
events, etc. as needed
Knowledge, Skills and Abilities
The Executive Program Coordinator must have
excellent writing, time management, organizational, and interpersonal skills. The Executive Program Coordinator must be a
self-starter and quick learner -- someone who is not afraid to ask questions
and is willing to take on additional responsibilities and leadership. The Executive Program Coordinator must also be
able to effectively collaborate with other staff and ensure cooperation to meet
deadlines, although the position is not a management position. The position requires a demonstrated interest
in transportation or land use planning, transportation programming, or other
discipline that CMAP covers.
Education and Experience
B.A. degree is required (M.A. preferred) in a
relevant discipline such as Urban Planning, Public Policy, Public
Administration, Journalism, Communications, English, or Marketing.
Demonstrated responsibility supporting a
senior level executive or manager is required. Prior work experience is required and should
include demonstrated excellence in writing and oral communications in a team
environment. Demonstrated ability to
manage and contribute to complex projects is preferred.
How to Apply
Please submit cover letter and resume via the web at: http://www.cmap.illinois.gov/about/careers. Please refer to Job Code (EPC2017).
Posting End Date
This posting will close on February 9, 2017. All applications must be completed and
submitted prior to 5:00 p.m. CDT.
The Chicago Metropolitan
Agency for Planning is an Equal Opportunity Employer.