Position Summary
The Operations & Events Coordinator supports the day-to-day operations of the Middle East Institute by coordinating facilities management, office logistics, vendor relationships, and event operations. This position works closely with the Development, Events, and Administration teams to ensure the successful planning and execution of conferences, meetings, donor events, and organizational initiatives while maintaining a safe, efficient, and welcoming work environment.
Essential Duties and Responsibilities
Facilities & Office Operations
- Coordinate daily office and facilities operations.
- Ensure vendor performance and deliverables are in line with purchase order and contract requirements.
- Serve as the primary point of contact for building management, maintenance, vendors, and service providers.
- Monitor office space, IT, equipment, supplies, and common areas to ensure a professional and functional environment.
- Coordinate office moves, furniture installations, repairs, and facility-related projects.
- Assist with workplace safety initiatives and emergency preparedness procedures.
Logistics & Administrative Support
- Manage office supply inventory and vendor relationships.
- Coordinate shipping, receiving, and distribution of materials.
- Assist with contract administration, purchasing, and invoice processing.
- Support operational planning and special projects across departments.
- Purchase supplies and commodities as needed.
Event & Conference Support
- Partner with Development and Events teams to coordinate logistics for conferences, meetings, receptions, donor events, and special programs.
- Manage venue setup, catering, audiovisual needs, room configurations, and event materials.
- Coordinate vendors, consultants, and external service providers.
- Assist with attendee registration, guest management, and on-site event execution.
- Support event budgeting and post-event reconciliation activities.
Development Support
- Assist with donor event logistics and stewardship activities.
- Coordinate materials and operational support for fundraising events and initiatives.
- Work collaboratively with Development staff to ensure successful execution of donor engagement activities.
General Responsibilities
- Maintain accurate records, documentation, and operational procedures.
- Identify opportunities to improve operational efficiency and service delivery.
- Perform other duties and special projects as assigned.
Qualifications
- Bachelor’s degree or equivalent combination of education and experience.
- 3+ years of experience in operations, facilities, event coordination, office management, or related fields.
- Strong organizational and project management skills.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Proficiency with Microsoft Office Suite.
Preferred
- Experience supporting conferences, nonprofit events, or donor engagement activities.
- Experience managing vendor relationships and facilities operations.
- Familiarity with event management platforms and CRM systems.
Physical Requirements
- Ability to lift and move materials up to 25 pounds.
- Ability to support event setup and breakdown activities.
- Occasional evening or weekend work may be required to support events.
Work Environment
This position is primarily office-based with regular interaction across departments and occasional support of events outside normal business hours. The role is in-person, five days per week, based out of our Washington, DC, Headquarters. Accommodation may be made for individuals with disabilities.
Benefits
- MEI offers a comprehensive benefits package, including:
- Medical, dental, and vision insurance
- Life and disability insurance
- 403(b) retirement plan
- Health Savings Account / Flexible Spending Account options
- Paid holidays, plus vacation and sick leave