Meeting & Strategic Engagements Coordinator

Location: Fully Remote (must work EST hours)
Contract: Temporary up to 6 months / up to 40 hours per week
Occasional travel may be required to Reston, NY, and potentially Las Vegas.

About the role

Seeking a highly organized Meeting & Strategic Engagements Coordinator with experience supporting events, meetings, budgets, vendors, expenses, and executive operations. The ideal candidate will have 3–5 years of experience in event/project coordination and budget management, with the ability to independently manage logistics for virtual, hybrid, and in-person meetings. This is a hands-on operational role supporting a busy Higher Education team during peak season.

Responsibilities

• Meeting & Event Coordination (50%)
  • Plan and coordinate professional development programs, retreats, meetings, national events, and other engagements.
  • Manage logistics for virtual, hybrid, and in-person events.
  • Coordinate schedules, communications, meeting materials, meeting spaces, and participant lodging.
  • Support on-site event logistics when required.
  • Order and manage meeting/event materials.
  • Track meeting satisfaction and follow-up activities.
  • Support internal meetings, retreats, and team engagement activities.
• Budget & Vendor Management (30%)
  • Assist with budget planning, forecasting, tracking, and reconciliation.
  • Monitor expenses and identify budget risks.
  • Manage vendors, contracts, invoices, payments, and procurement processes.
  • Process and track expense reimbursements.
  • Maintain accurate financial and operational records.
• Operational & Executive Support (20%)
  • Support the Executive Director and Senior Director with operational requests and workflows.
  • Coordinate complex calendars and schedules.
  • Manage internal communications and follow-ups.
  • Collaborate with internal and external stakeholders.
  • Anticipate issues and proactively resolve operational challenges.

Requirements

• Bachelor’s degree required.
• 3–5 years of professional experience in:
  • Meeting/event coordination
  • Project management
  • Budget management
• Independent budget planning and reconciliation experience.
• Strong vendor management and procurement experience.
• Experience handling invoices, payments, and expense reimbursements.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication.
• Ability to work independently in a fast-paced environment.
• Comfortable handling confidential/sensitive information.
• Willingness to travel periodically.

Skills

• Microsoft Outlook, Excel, Word, PowerPoint
• Zoom, Slack, Salesforce
• Experience with travel coordination and expense reporting systems is highly desirable.

Ideal Candidate Profile

Look for candidates with titles such as:

• Meeting Coordinator
• Event Coordinator
• Event Manager
• Program Coordinator
• Project Coordinator
• Executive Coordinator
• Conference Coordinator
• Meeting Planner
• Events & Operations Coordinator
• Administrative Project Coordinator

The strongest candidate will have experience in meeting/event coordination, budget management, vendor management, expense reconciliation, executive support, and Microsoft Office.