Events & Executive Support Coordinator

This is a fully remote position, open to applicants in North Carolina.

📋 Description

• Oversee logistical arrangements for scientific workshops and webinars, encompassing scheduling, preparation of materials, and on-site event assistance.

• Collaborate with Communications, audio-visual teams, and venue personnel to facilitate workshops, webinars, and program initiatives.

• Monitor multiple projects and deadlines utilizing task management software like Microsoft Planner.

• Proactively identify risks and devise solutions to avert delays.

• Travel approximately 4-6 times a year to assist with client events.

• Deliver administrative assistance, including scheduling for leadership, travel coordination, expense reporting, tracking deliverables, and developing operational processes.

• Supervise ongoing projects and tasks, following up on items that are at risk.

• Maintain precise records for events, communications, and project timelines.

• Offer additional administrative and operational support to team members and various functions.

• Compose and dispatch policy-compliant email replies to public inquiries in accordance with NIH communication guidelines.

• Edit PDFs, Word documents, and PowerPoint presentations to adhere to accessibility standards prior to government publication.

• Report directly to the Communications Lead and collaborate closely with 3-4 team members.

⛳️ Requirements

• A Bachelor's degree in a relevant field or an equivalent combination of education, professional training, or work experience.

• At least 2 years of professional experience.

• Experience with, or a willingness to engage in, executive assistant-type duties, including scheduling, travel coordination, and expense reporting.

• Capability to adhere to established processes while proactively seeking more efficient methods.

• Openness to exploring artificial intelligence tools like Copilot, Gemini, and Claude.

• Comfort in collaborating with government stakeholders and adhering to established communication protocols.

• Exceptional organizational skills and meticulous attention to detail.

• Ability to handle and prioritize multiple tasks simultaneously.

• Must acquire and maintain a Public Trust.

• Must complete onsite fingerprinting at a specified facility.

• Must qualify as a US Person (Green Card Holder/US Permanent Resident Alien, Refugee, Asylee, or US Citizen).

• Sponsorship for work visas will not be considered.

• No scientific background is necessary.

• No security clearance is currently required.

🏝️ Benefits

• Comprehensive medical insurance options, some including Health Savings Accounts.

• Dental insurance options.

• Vision insurance options.

• 401(k) plan with company matching.

• Flexible work weeks where feasible.

• Vacation, sick leave, personal time, holidays, paid parental leave, military leave, bereavement leave, and jury duty leave.

• Typically 15 days of paid time off per calendar year.

• 10 paid holidays annually.

• Up to 160 hours of paid family leave over a rolling 12-month period for eligible employees.

• Short- and long-term disability benefits.

• Life insurance coverage.

• Accidental death and dismemberment insurance.

• Personal accident insurance.

• Critical illness insurance.

• Business travel and accident insurance.

• AI-driven career tool that identifies career progression and learning opportunities.

• Internal mobility team to assist with career development.

• Wellness programs and packages.

• Competitive compensation.

• Recognized culture of innovation.

• Military-friendly workplace.