Meeting & Events Coordinator

Job Description

Job Description

General Information

• Job Code:  PRO-MP-02

• Location: Hybrid - Rockville, MD

• Employee Type : Exempt, Full-Time Regular 

• Telework : Hybrid

• Clearance:  NACI

• Salary Range: $58,810.90 to $67,632.53 per year (how we pay and promote) 

Position Overview  

Are you passionate about turning ideas into events that fuel a mission bigger than yourself?

As a Meeting Coordinator with Ripple Effect, you will play a key role on the Communications and Outreach team, contributing to the successful delivery of in-person, virtual, and hybrid meetings, workshops, scientific events, advisory committee meetings, and other convenings. Your work will support the planning, coordination, and on-site execution of events, while also allowing you to independently manage specific event components and logistics. This position offers the opportunity to develop your event management skills by working alongside experienced planners, taking ownership of defined workstreams, and building the foundational expertise needed to grow your career in meetings and events.

While not an exhaustive list, the key duties for the position include:

• Technical Execution: Supports the planning and implementation of meetings and events by coordinating assigned logistics, including participant and speaker coordination, travel and reimbursement support, registration, meeting materials, and pre- and post-meeting logistics, assisting senior planners with cross-team tasks, and independently managing specific event components to ensure quality standards are met.
• Communication: Assists in preparing event-related materials (such as agendas, plans, and status updates) and maintains clear, timely communication with internal teams, vendors, and stakeholders under the guidance of senior staff.
• Schedule and Timelines: Contributes to the development of event schedules by tracking assigned tasks and milestones, flagging potential delays, and ensuring timely completion of logistics responsibilities.
• Quality Management: Follows established quality standards and procedures for all assigned event tasks, escalates potential issues to senior planners, and supports corrective actions as needed.
• Data Analysis: Collects and organizes event-related data and feedback, assists in summarizing results for review, and applies basic analytical skills to support continuous improvement efforts.
• Financial Management: Tracks expenses against assigned budget areas, processes purchase orders and invoices, supports budget reconciliation, and flags variances to the lead planner for resolution.
• Regulatory & Contractual Compliance: Follows established compliance procedures for event-related regulatory and contractual requirements, assists in documentation, and coordinates with the team to flag and resolve potential issues.
• Documentation: Prepares and maintains accurate event documentation (plans, checklists, attendee/participant records, meeting materials, action and logistics trackers, reports, and other meeting records) in accordance with team standards to support quality assurance and repeatable processes.
• Problem Solving & Continuous Improvement: Identifies and resolves routine logistical challenges independently, escalates complex issues to senior planners, and contributes ideas for improving event workflows and processes.
• Business Relations: Builds working relationships with internal departments and external vendors (e.g., venue, catering, transportation, AV providers) to support smooth coordination, while identifying opportunities to enhance service delivery.
• Supervision: Works with moderate supervision, taking independent ownership of defined event tasks while seeking guidance from senior planners on complex issues. Demonstrates growing confidence and initiative in managing responsibilities.
• Performs other job-related duties as assigned.

Requirements

Minimum Qualifications

• Bachelor’s Degree
• 2+ years of relevant professional experience

Basic Requirements

• Strong attention to detail and demonstrated ability to execute instructions and follow established processes. 
• Demonstrated experience supporting multiple aspects of event logistics, including venue coordination, catering, audiovisual requirements, transportation, attendee registration, speaker coordination, signage, and on-site execution. 
• Demonstrated 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.

Skills That Set You Apart 

• Certified Meeting Professional (CMP) certification preferred; CMM, DES, CGMP, CEM, CPCE, or other 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 their limitations and risks, and how they can be applied to support project management tasks.    

 

About Ripple Effect 

Ripple Effect is a woman-owned, 200-person company of communicators, scientists, researchers, and analysts. Established in 2003, and named as one of the “Best and Brightest Companies to Work For” in 2024 and 2025 by the NABR, Ripple Effect has earned acclaim for delivering unparalleled consulting services and top-tier talent across federal, private, and non-profit sectors. 

Benefits

At Ripple Effect, we reward our employees for their contributions to our mission. Our comprehensive total rewards package includes competitive pay, exceptional benefits, and a range of programs that support your work/life balance and personalized preferences.

Learn more about our benefits and culture here.