What are the responsibilities and job description for the Meeting and Strategic Engagements Coordinator position at Kellton?
Role: Meeting and Strategic Engagements Coordinator
Location: Full remote, possible travel
Duration: 6 Months (Contract)
About You
• You bring operational discipline and organization to managing complex projects, schedules, and budgets, with a consistent record of follow-through and delivery.
• You use financial data, systems, and established processes to plan, track, forecast, and reconcile budgets, manage approvals, and maintain accurate, auditable records.
• You lead procurement and vendor management activities, including contracts, invoices, payments, and timelines, while ensuring compliance with organizational policies.
• You prioritize work effectively and communicate clearly, escalating risks or issues early to keep work moving and prevent downstream challenges.
• You own operational work end to end, from planning through execution, reconciliation, and documentation, ensuring accuracy and continuity.
• You collaborate productively across teams, incorporate feedback, take accountability for outcomes, and exercise sound judgment and discretion with sensitive information.
• You perform well in fast-paced environments, maintain focus under pressure, and ensure leaders and teams are operationally prepared.
• You are highly proficient with operational tools, including Outlook, travel coordination, expense reporting, and you adapt quickly to systems that improve efficiency and control.
Primary Responsibilities
Meeting Coordination (50%)
• Plan, coordinate, and execute logistics for Client professional development suite, retreats, external meetings, national events and convenings.
• Secure meeting spaces and participant lodging as needed, and provide on-site logistics in partnerships with other staff and external partners.
• Provide operational management for virtual, hybrid, and in-person engagements. Coordinate logistics, schedules, communications, and meeting materials.
• Order and manage materials for meetings and engagements as needed
• Track and oversee meeting satisfaction.
• Support team engagement activities such as ad-hoc meetings, and internal meetings and retreats.
Budget Planning and Management (30%)
• In collaboration with Executive Director and Senior Director, plan, forecast, and reconcile budgets. Partner with Assistant Directors to monitor expenses, manage risks, and stay within budget.
• Manage vendor relationships, contracts, invoicing, and procurement processes.
• Manage expense reimbursement process for external presenters, meeting attendees, and collaborators.
Operational Support (20%)
• Track and manage requests, internal communications, and workflows for Executive Director and Senior Director, as needed.
• Partner and collaborate with internal and external partners across Client to align calendars and ensure consistent coordination
Minimum Qualifications
• Bachelor’s degree required.
• 3–5 years of professional experience in project, event and budget management.
• Independent budget planning and vendor management experience.
• Strong organizational, communication, and collaboration skills.
• High level of skill using Microsoft Office products (Outlook, Word, Excel, PowerPoint).
• Experience with Zoom, Slack, and Salesforce.
• Willingness to travel periodically
Thanks,
Raj,
703-591-9157