Admin Coordinator | LOA & Grant Support

Spargo Inc•Reston, VA

11d•$50,000 - $55,000•Hybrid

About The Position

The Administrative Coordinator, LOA & Grant Support, manages the full lifecycle of Letters of Agreement (LOAs) for medical conferences, including issuing, collecting, tracking, and maintaining compliance documentation for exhibiting and sponsoring companies. The position also supports the sales team by preparing and submitting exhibitor-funded grant applications through sponsor-specific grant and giving portals. The role helps maintain compliance with ACCME, AMA, PhRMA, AdvaMed, and event-specific requirements, and ensures accurate, timely records for commercial support activities. The position is hybrid in Reston, Virginia, with two days in the office and three days remote. No travel is required.

Requirements

2–4 years of administrative, project coordination, or compliance-related experience.
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 a professional customer-service orientation.
Proficiency with Microsoft Office, CRM systems, and online portals.
Ability to work collaboratively with sales, education, finance, and operations teams.
Highly organized and process-driven, with strong follow-through and deadline-management skills.
Comfort 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.

Nice To Haves

Experience in medical conferences or healthcare associations.

Responsibilities

Generate, issue, and track LOAs for exhibitors, sponsors, product theaters, and commercial supporters.
Manage LOA workflow, including version control, signature collection, and status reporting.
Ensure LOAs contain accurate inventory details, pricing, deliverables, and compliance language.
Follow up with companies to obtain executed LOAs by deadlines.
Maintain a centralized LOA database and archive for audit and reconciliation purposes.
Coordinate with education, finance, and operations teams to fulfill LOA requirements.
Verify executed LOAs comply with ACCME, AMA, PhRMA, AdvaMed, and event-specific policies.
Complete exhibitor-funded grant applications for sponsorships, product theaters, and other commercial support opportunities in collaboration with the sales team.
Navigate and manage submissions in sponsor-specific grant and giving portals.
Gather required grant-submission materials, such as W-9s, budgets, needs statements, and agendas.
Track submission deadlines, approval timelines, and follow-up actions.
Maintain records of grant submissions, statuses, and outcomes.
Assist with post-event reconciliation documentation when required by grant terms.
Provide administrative support to the exhibits and sponsorship sales team, including contract preparation, data entry, and CRM updates.
Respond to exhibitor and sponsor inquiries about LOAs, grant requirements, and compliance documentation.

Benefits

Casual work environment.
100% company-paid medical coverage for the employee, with a choice of three plans.
100% company-paid dental coverage for the employee.
100% company-paid vision coverage for the employee.
Available FSA or HSA account.
100% company-paid basic term life and AD&D insurance.
100% company-paid long-term disability insurance.
AFLAC available.
401(k) plan.
Paid sick and vacation leave.