Events & Executive Support Coordinator
About The Position
The Events & Executive Support Coordinator provides logistical and administrative support for scientific workshops and webinars, along with broader administrative and communications support for the NIH Office of Research Innovation, Validation, and Application (ORIVA) program team. The role focuses on organization, follow-through, and clear communication; a scientific background is not required. The Coordinator reports to the team's Communications Lead and works closely with 3–4 other teammates. The position is 100% remote, with a physical office available in the Research Triangle Park, North Carolina area. Travel is approximately 4–6 times per year to support client events. The employee must obtain and maintain a Public Trust and complete onsite fingerprinting at a designated facility. The role requires 40 scheduled hours per week.
Requirements
- At least 2 years of professional or related experience.
- Bachelor's degree in a relevant field, or an equivalent combination of education, professional training, or work experience.
- Experience with or willingness to support executive assistant-style functions, such as scheduling, travel coordination, and expense reporting.
- Ability to follow established processes while proactively identifying creative, more efficient ways to work, including exploring AI tools such as Copilot, Gemini, or Claude.
- Comfort working with government stakeholders and adhering to established communication policies.
- Excellent organizational skills and attention to detail, with the ability to manage and prioritize multiple tasks.
- Must obtain and maintain a Public Trust and complete onsite fingerprinting at a designated facility.
- Must be a US Person (Green Card Holder/US Permanent Resident Alien, Refugee, Asylee, or US Citizen).
- Work visa sponsorship is not available.
Nice To Haves
- Customer-facing experience, especially in contexts where communication is primarily written, such as email support or help desk work.
- Experience supporting meetings, workshops, or event logistics.
- Prior experience as an executive assistant or administrative assistant.
- Familiarity with Microsoft Office tools, including Word, Outlook, Excel, PowerPoint, and Planner.
- Familiarity with expense reporting or travel booking systems such as Concur.
- Familiarity with Adobe Acrobat for editing PDFs and improving their accessibility.
Responsibilities
- Coordinate logistics for scientific workshops and webinars, including scheduling, materials preparation, and day-of-event support.
- Collaborate with Communications, audio-visual teams, and venue staff to support workshops, webinars, and other program activities.
- Track concurrent projects and deadlines using task management tools, proactively flagging risks and identifying solutions to prevent delays.
- Travel approximately 4–6 times per year to support client events.
- Provide administrative support to the Program, including leadership scheduling, travel arrangements, expense reporting, deliverables tracking, and developing standard practices to increase operational efficiency.
- Track ongoing projects and tasks and follow up proactively with team members and the client when deadlines are at risk.
- Maintain accurate records related to events, communications, and project timelines.
- Provide additional administrative and operational support to other team members and functions as time and priorities allow.
- Draft and send professional, policy-compliant email responses to public inquiries in accordance with NIH communication guidelines.
- Revise documents, including PDFs, Word documents, and PowerPoint decks, to meet accessibility standards before publication on government websites.
Benefits
- Comprehensive benefits and wellness packages.
- 401(k) with company match.
- Competitive pay and paid time off.
- Medical plan options, some with Health Savings Accounts.
- Dental plan options.
- Vision plan.
- Flexible work weeks where possible.
- Vacation, sick, and personal time off; typically 15 days of paid leave per calendar year for new employees, prorated based on hire date.
- 10 paid holidays per year, prorated based on hire date.
- Paid parental, military, bereavement, and jury duty leave.
- Paid Family Leave of up to 160 hours in a rolling 12-month period for eligible employees.
- Short- and long-term disability benefits.
- Life, accidental death and dismemberment, personal accident, critical illness, and business travel and accident insurance, provided or available.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
