Meeting and Event Coordinator

X-Energy•Rockville, MD

4d•Onsite

About The Position

X-energy LLC is seeking a detail-oriented and highly organized Meeting & Event Coordinator to lead the planning, setup, and execution of company meetings and events. This Corporate Facilities role is based at our corporate office, with support that may extend to other X-energy facilities as needed. The Meeting & Event Coordinator keeps meetings running smoothly, from coordinating food orders and deliveries to managing meeting supplies within approved budgets. The role starts with daily meeting support and is expected to grow into larger meetings and company-wide events as the organization expands. The ideal candidate thrives in a fast-paced environment, manages vendor relationships well, and takes pride in delivering seamless, well-organized events.

Requirements

Typically Demonstrated by 3 plus years of relevant experience of experience in facilities coordination, operations support, or related functions.
Proven ability to juggle multiple meetings/events simultaneously with a high degree of accuracy.
Experience coordinating with caterers, suppliers, and service providers; strong negotiation and relationship-management skills.
Ability to work within defined budgets, track expenses, and report on spending.
Excellent written and verbal communication skills for coordinating across admins, stakeholders, and vendors.
Comfortable in a growing role; able to scale from daily meeting support to large-scale events as demands increase.
Strong prioritization skills and the ability to meet deadlines in a dynamic environment.

Responsibilities

Place and manage food orders for meetings; coordinate delivery timing, setup, and cleanup with vendors and administrative staff.
Source, order, and organize meeting supplies and materials, ensuring all purchases stay within the requested/approved budget.
Prepare meeting spaces for daily meetings — including catering, supplies, and room readiness — in partnership with the administrative team.
Support the planning and execution of larger meetings and company events as needed, scaling logistics as the department and demand grow.
Provide meeting and event coordination support to other X-energy facilities as needed, including occasional travel.
Serve as the point of contact between administrative staff, internal stakeholders, and external vendors (caterers, suppliers, service providers).
Monitor spending against approved budgets, track expenses, and provide reporting to management on costs and vendor performance.
Develop, establish, and maintain policies and procedures for meetings and events, including request timelines, catering and meal requests, purchasing approvals, and vendor expectations. Keep these documents current as the program grows.
Manage scheduling, timing, and on-site coordination to ensure events are executed on time and to expectation.
Maintain professional demeanor and behavior at all times in all forms of communication.
Perform other duties as assigned by manager.