Meetings and Event Operations Coordinator (Remote)

Our Customer is a mission-driven not-for-profit organization that connects students to college success and opportunity. Founded in 1900, they were created to expand access to higher education. Today, the membership association is made up of over 6,000 of the world’s leading educational institutions and is dedicated to promoting excellence and equity in education. Each year, our Customer helps more than seven million students prepare for a successful transition to college through programs and services in college readiness and college success—including the SAT, the Advanced Placement Program, and BigFuture. The organization also serves the education community through research and advocacy on behalf of students, educators, and schools.

We are seeking an Meetings and Event Operations Coordinator on a contract basis to help support our Customer’s business needs.

This role is 100% remote, with possible travel to NY or Reston once or twice and then "potentially" Las Vegas first week of November.

This role provides high-level, confidential administrative and logistical support to ensure smooth daily operations and the seamless execution of member-focused engagements. This role plays a key part within the unit, with responsibilities aligned to similar assistant director functions, including limited involvement in budget planning and forecasting.

Reporting to the Executive Director, this position manages complex calendars, meetings, communications, travel, and materials for both internal and external engagements. The role serves as a trusted partner and key point of contact, proactively anticipating needs, solving problems, and enabling leadership to stay focused on critical priorities while maintaining alignment across initiatives in collaboration with cross-functional partners.

Responsibilities:

• Plan, coordinate, and execute logistics for meetings, retreats, events, and professional development programs
• Manage virtual, hybrid, and in-person engagements, including schedules, materials, and communications
• Secure venues, lodging, and coordinate on-site logistics with internal and external partners
• Order and manage materials required for meetings and events
• Track and evaluate meeting satisfaction and feedback
• Support internal team meetings, engagement activities, and retreats
• Plan, forecast, and reconcile budgets in collaboration with leadership
• Monitor expenses, identify risks, and ensure adherence to budget constraints
• Manage vendor relationships, contracts, procurement, and invoicing processes
• Oversee expense reimbursements for presenters, attendees, and collaborators
• Track and manage operational requests, workflows, and internal communications
• Coordinate calendars and align schedules across teams and stakeholders
• Maintain accurate documentation, financial records, and audit-ready materials
• Identify and escalate risks or issues to ensure smooth execution
• Ensure operational readiness for leadership and teams in fast-paced environments

Skills and Qualifications:

• Bachelor’s degree
• 3-5 years of experience in project management, event planning, and budget management
• Experience with budget planning, forecasting, and reconciliation
• Experience managing vendors, contracts, and procurement processes
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Strong collaboration and stakeholder management skills
• Ability to manage multiple priorities and work under pressure
• Proficiency in Microsoft Office tools, including Outlook, Word, Excel, and PowerPoint
• Experience with tools such as Zoom, Slack, and Salesforce
• Ability to work independently with strong ownership and accountability
• Strong attention to detail and ability to maintain accurate records
• Willingness to travel as needed
• Comfort with adopting new technologies, including AI-driven tools

We offer a competitive salary range for this position. Most candidates who join our team are hired at the median of this range, ensuring fair and equitable compensation based on experience and qualifications.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.