Meeting and Strategic Engagements Coordinator

Position Title: Meeting and Strategic Engagements Coordinator
Location: Remote possible travel to NY or Reston once or twice and then "potentiall" Las Vegad first week of November
Duration: 6 Months Contract

About the Opportunity:
The Assistant Director, Strategic Higher Education-Enrollment Leadership (Temporary) provides high-level, confidential administrative and logistical support to ensure smooth daily operations and to facilitate flawless execution of member-focused engagements. This position plays a key role within the SHE unit, with responsibilities closely aligned to existing full-time assistant director roles. This position carries limited responsibility for budget planning, forecasting. Reporting to the Executive Director, this role manages complex calendars, meetings, communications, travel, and materials for internal and external engagements hosted by SHE. Serving as a trusted partner and key point of contact for SHE, the Assistant Director anticipates needs, solves problems proactively, and helps unit leaders stay focused on their most critical work while maintaining alignment across priorities in collaboration with Assistant Directors and the Senior Director for Strategic Higher Education.

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.

Responsibilities:
Meeting Coordination (50%)

• Plan, coordinate, and execute logistics for Client s 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

Required Skills:

• 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.

EEO:
Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.