Meetings and Events Coordinator

The Meetings and Events Coordinator is responsible for the development, coordination and management of meeting and event logistics from inception through completion, including onsite at in-person meetings and during live virtual events.

They will coordinate assigned projects by using event management tools/software as well as adhering to budgets, timelines, processes and procedures. They are responsible for internal and external communication throughout the planning process, contributing to the success of meetings and events. The coordinator works on a team under the direction of the Meetings and Events Planners and reports directly to the Manager of Meetings and Events.

Event Coordination

• Coordinate logistical aspects of virtual, hybrid, and in-person meetings and events, including but not limited to, virtual event platforms, hotel rooming lists, meeting room layouts, food and beverage, and audio/visual needs.

• Create and manage multiple event registration websites and related email correspondence.

• Communicate with speakers, attendees and vendors effectively and timely throughout the planning process.

• Oversee travel arrangements for meeting and event attendees, ensuring excellent traveler outreach, communication, data tracking, updates, and compliance with established processes.

• Pay invoices and track event expenses in the corresponding event budgets.

• Review all meeting materials, such as agendas and participant lists, ensuring that they are professional and appropriately reflect our standards, thus ensuring quality control.

• Update tasks in project management software on an ongoing basis.

• Assist with assigned departmental tasks such as inventory, as needed.

Skills

• Effectively prioritize and execute tasks conforming to shifting priorities, demands and timelines; multitask and handle multiple projects efficiently simultaneously.

• Show initiative, work independently as an individual contributor with minimum supervision, yet be able to work and contribute positively in a team setting.

• Analyze and solve challenges quickly and effectively.

• Provide exceptional customer service to both internal and external clients while exhibiting a high degree of responsibility, initiative and professionalism.

• Communicate effectively both verbally and in writing.

• Gain proficiency in Cvent Event Management software.

• Gain proficiency in Project Management Tools such as Microsoft Planner.

• Ability to adapt quickly to using new technology and software as implemented by the team.

• The Meetings and Events Coordinator may be required to occasionally work weekends, evenings and other irregular hours and travel as necessary.

Education & Experience

• A college degree is preferred, and at least 2 years of event planning experience, or an equivalent combination of education and experience is preferred.

• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) is required.

This is a hybrid position and requires regular visits to FNIH headquarters in Bethesda, MD. This role may require occasional evening and weekend work to support meetings and events as they occur. Additional occasional travel, both national and international, may be required.

At FNIH we are committed to living our core values every day. If you are excited about this role and the work of the Foundation, but your experience doesn’t align perfectly with all the qualifications in the job description, we encourage you to apply nonetheless. You may be just the right candidate for this or other roles at FNIH.