Administrative & Program Coordination Specialist

Administrative & Program Coordination Specialist (Hybrid Washington, DC)

We are seeking an exceptionally organized and proactive Administrative & Program Coordination Specialist. This role functions as the central coordination hub for a high volume of complex meetings, engagements, and program events involving internal teams, interagency partners, and private-sector stakeholders.

The ideal candidate excels at planning, communication, and logistics, and thrives in a fast-paced, multi-stakeholder environment. This is a hybrid position, requiring two days per week onsite in our Washington, DC office.

Key Responsibilities

• Plan, coordinate, and execute a high volume of complex meetings, engagements, and program events.
• Serve as the central coordination point across approximately five internal functional teams, multiple interagency partners, and a diverse set of external private-sector stakeholders.
• Ensure all engagements are well-structured, properly staffed, and outcome-oriented.

• Develop meeting strategies, timelines, and logistical plans that support program objectives.
• Coordinate logistics for in-person, virtual, and hybrid events, including agendas, briefing materials, technology setup, and facility arrangements.
• Anticipate needs, identify gaps, and ensure all participants are prepared and aligned.

• Manage communication flows, invitations, confirmations, follow-ups, and action-item tracking across diverse teams.
• Maintain organized systems for scheduling, documentation, and information sharing.
• Draft and distribute agendas, summaries, and other supporting materials.

• Facilitate alignment across internal teams to ensure consistent messaging, preparedness, and execution of program activities.
• Support coordination with interagency partners and external stakeholders to maintain strong relationships and smooth operational workflows.

• Identify opportunities to streamline coordination processes and improve operational efficiency.
• Recommend and implement tools, templates, or workflows that enhance consistency and reduce administrative burden.

• Hybrid schedule: Two days per week onsite in the Washington, DC office; remaining days may be remote.
• Highly collaborative, mission-driven environment with significant interaction across internal and external partners.
• Fast-paced setting requiring strong organization, adaptability, and attention to detail.