Administrative Coordinator | LOA & Grant Support
Hybrid WFH in Reston, VA 22030 | Currently - 2 days in office - 3 days remote
SPARGO, Inc. is a full-service event management company, offering a suite of services that support the production of trade shows, conventions, conferences, symposiums, and seminars.
Benefits
- Casual Work Environment
- 100% Company Paid Medical (choice of 3 plans), Dental and Vision for Employee
- Available FSA or HSA account
- 100% Company paid Basic Term Life and AD&D Insurance
- 100% Company paid Long Term Disability Insurance
- AFLAC is Available
- 401(k) Plan
- Paid Sick and Vacation Leave
Summary
The Administrative Coordinator, LOA & Grant Support, is responsible for managing the full lifecycle of Letters of Agreement (LOAs) for medical conferences, ensuring timely issuance, collection, tracking, and compliance documentation for all exhibiting and sponsoring companies. This role also supports the sales team by completing and submitting exhibitor‑funded grant applications through sponsor‑specific grant and giving portals. This position is critical to maintaining compliance with industry standards (ACCME, AMA, PhRMA, AdvaMed) and ensuring accurate, timely documentation for all commercial support activities.
Key Responsibilities
LOA Management (Primary Function)
- Generate, issue, and track Letters of Agreement for all exhibitors, sponsors, product theaters, and commercial supporters.
- Maintain an organized LOA workflow, including version control, signature collection, and status reporting.
- Ensure all LOAs contain accurate inventory details, pricing, deliverables, and compliance language.
- Follow up with companies to secure timely execution of LOAs prior to deadlines.
- Maintain a centralized LOA database and archive for audit and reconciliation purposes.
- Coordinate with internal teams (education, finance, operations) to ensure LOA requirements are met.
- Verify that all executed LOAs comply with ACCME, AMA, PhRMA, AdvaMed, and event‑specific policies.
Grant & Funding Portal Support
- Work closely with the sales team to complete exhibitor‑funded grant applications for sponsorships, product theaters, and other commercial support opportunities.
- Navigate and manage submissions in grant/giving portals unique to each sponsoring company.
- Gather required documentation (W‑9s, budgets, needs statements, agendas, etc.) for each submission.
- Track submission deadlines, approval timelines, and required follow‑up actions.
- Maintain accurate records of all grant submissions, statuses, and outcomes.
- Assist with post‑event reconciliation documentation when required by grant terms.
Administrative & Sales Support
- Provide administrative support to the exhibits and sponsorship sales team, including contract preparation, data entry, and CRM updates.
- Respond to exhibitor and sponsor inquiries regarding LOAs, grant requirements, and compliance documentation.
Qualifications
- 2-4 years of administrative, project coordination, or compliance‑related experience; experience in medical conferences or healthcare associations preferred.
- Strong understanding of (or willingness to learn) ACCME, AMA, PhRMA, and AdvaMed guidelines.
- Exceptional attention to detail and accuracy in documentation.
- Ability to manage multiple deadlines and track high volumes of documents.
- Strong communication skills and professional customer‑service orientation.
- Proficiency with Microsoft Office, CRM systems, and online portals.
- Ability to work collaboratively with sales, education, finance, and operations teams.ls
Key Competencies
- Highly organized and process‑driven.
- Strong follow‑through and deadline management.
- Comfortable navigating multiple online systems and portals.
- Professional communication with external partners.
- Ability to maintain confidentiality and compliance integrity.
- Problem‑solving mindset with a service‑oriented approach.
No travel required.