Meeting & Events Coordinator

Ripple Effect•Rockville, MD

8h•$58,000 - $67,000•Hybrid

About The Position

The Meeting & Events Coordinator supports the Communications and Outreach team in delivering in-person, virtual, and hybrid meetings, workshops, scientific events, advisory committee meetings, and other convenings. The role contributes to planning, coordination, and on-site execution, while independently managing defined event components and logistics under moderate supervision. It provides an opportunity to develop event management skills and take ownership of assigned workstreams while seeking senior-planner guidance on complex issues. The coordinator supports event logistics such as participant and speaker coordination, travel and reimbursement, registration, meeting materials, and pre- and post-meeting activities. The position also contributes to schedules, budgets, communications, documentation, quality management, compliance, data and feedback review, vendor relationships, and continuous improvement. Other job-related duties may be assigned.

Requirements

Bachelor’s degree.
At least 2 years of relevant professional experience.
Strong attention to detail and ability to execute instructions and follow established processes.
Experience supporting multiple aspects of event logistics, including venue coordination, catering, audiovisual requirements, transportation, attendee registration, speaker coordination, signage, and on-site execution.
Experience supporting in-person, virtual, and/or hybrid meetings, including registration, participant coordination, virtual meeting platforms, audiovisual requirements, materials, and day-of event support.
Experience contributing to event budgets, timelines, production schedules, and project plans, including tracking expenses, purchase orders, invoices, and supporting budget reconciliation.
Strong communication and organizational skills, with the ability to manage multiple tasks, coordinate with vendors and stakeholders, anticipate logistical challenges, and troubleshoot issues with guidance from senior staff.
Intermediate experience with Microsoft Office productivity software and collaboration tools such as Microsoft Teams and SharePoint.
Must reside in a U.S. location where Ripple Effect is authorized to employ staff; Ripple Effect is currently unable to employ individuals whose primary residence is in California, New York, or Puerto Rico.

Nice To Haves

Certified Meeting Professional (CMP) certification preferred; CMM, DES, CGMP, CEM, CPCE, or another relevant meeting and event management certification is a plus.
Familiarity with federal meeting environments, including exposure to government clients, compliance requirements, or advisory committee support.
Intermediate experience with AI tools, including understanding their limitations and risks and how they can support project management tasks.

Responsibilities

Coordinate assigned event logistics, including participant and speaker coordination, travel and reimbursement support, registration, meeting materials, and pre- and post-meeting logistics.
Assist senior planners with cross-team tasks and independently manage specific event components while meeting quality standards.
Assist in preparing event-related materials such as agendas, plans, and status updates, and communicate with internal teams, vendors, and stakeholders.
Track assigned event tasks and milestones, flag potential delays, and support timely completion of logistics responsibilities.
Follow established quality standards and procedures, escalate potential issues, and support corrective actions.
Collect and organize event-related data and feedback, summarize results for review, and support continuous improvement efforts.
Track expenses against assigned budget areas, process purchase orders and invoices, support budget reconciliation, and flag variances to the lead planner.
Follow compliance procedures for regulatory and contractual requirements, assist with documentation, and coordinate to flag and resolve potential issues.
Prepare and maintain event plans, checklists, attendee and participant records, meeting materials, action and logistics trackers, reports, and other records.
Identify and resolve routine logistical challenges, escalate complex issues, and contribute ideas to improve event workflows and processes.
Build working relationships with internal departments and external vendors, including venue, catering, transportation, and audiovisual providers, to support coordination and service delivery.
Take independent ownership of defined event tasks while seeking senior-planner guidance on complex matters.
Perform other job-related duties as assigned.