Meeting & Strategic Engagements Coordinator
Location: Remote (Must work Eastern Time hours)
Pay Rate: $32.00/hour
Duration: Contract 6 months
Hours: Up to 40 hours/week
Travel: Occasional travel to New York, Reston, VA, and potentially Las Vegas (first week of November)
About the Role
Seeking a Meeting & Strategic Engagements Coordinator to support its Strategic Higher Education team during a period of peak activity and staff transition. This role is responsible for coordinating meetings, events, travel, budgets, vendor relationships, and operational activities that support executive leadership and member-facing engagements.
The ideal candidate is highly organized, detail-oriented, and experienced managing complex schedules, event logistics, budgets, contracts, and reimbursement processes in a fast-paced professional environment.
Key Responsibilities
- Coordinate virtual, hybrid, and in-person meetings, conferences, retreats, and strategic engagements.
- Manage meeting logistics, communications, agendas, materials, lodging, and travel arrangements.
- Track meeting participation and satisfaction metrics.
- Support budget planning, forecasting, reconciliation, and expense tracking.
- Manage vendor relationships, contracts, invoices, procurement activities, and payments.
- Process expense reimbursements for presenters, attendees, and external partners.
- Provide operational support to executive leadership, including coordinating calendars, communications, and project workflows.
- Partner with internal and external stakeholders to ensure seamless execution of strategic initiatives.
Required Qualifications
- Bachelor’s degree required.
- 3-5+ years of experience in event coordination, project coordination, operations, or administrative support.
- Experience with budget management, forecasting, expense tracking, and reconciliation.
- Strong vendor management, contract, procurement, and invoicing experience.
- Advanced Microsoft Office skills, especially Outlook, Excel, Word, and PowerPoint.
- Experience using Zoom, Slack, and Salesforce.
- Excellent organizational, communication, and multitasking skills.
- Ability to work independently in a fully remote environment while supporting Eastern Time business hours.
- Willingness to travel periodically as needed.
Preferred Background
- Higher education, membership organization, nonprofit, association, or professional development experience.
- Executive support experience working with directors, senior leaders, or executive teams.
- Experience coordinating large-scale events, conferences, retreats, or professional development programs.
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