Meeting and Strategic Engagements Coordinator

Role Description

The Assistant Director, Strategic Higher Education-Enrollment Leadership (Temporary) provides high-level, confidential administrative and logistical support to ensure smooth daily operations and to facilitate flawless execution of member-focused engagements. This position plays a key role within the SHE unit, with responsibilities closely aligned to existing full-time assistant director roles. This position carries limited responsibility for budget planning and forecasting.

Reporting to the Executive Director, this role manages complex calendars, meetings, communications, travel, and materials for internal and external engagements hosted by SHE. Serving as a trusted partner and key point of contact for SHE, the Assistant Director anticipates needs, solves problems proactively, and helps unit leaders stay focused on their most critical work while maintaining alignment across priorities in collaboration with Assistant Directors and the Senior Director for Strategic Higher Education.

Primary Responsibilities

• Meeting Coordination (50%)
  • Plan, coordinate, and execute logistics for organization professional development suite, retreats, external meetings, national events and convenings.
  • Secure meeting spaces and participant lodging as needed, and provide on-site logistics in partnerships with other staff and external partners.
  • Provide operational management for virtual, hybrid, and in-person engagements. Coordinate logistics, schedules, communications, and meeting materials.
  • Order and manage materials for meetings and engagements as needed.
  • Track and oversee meeting satisfaction.
  • Support team engagement activities such as ad-hoc meetings, and internal meetings and retreats.
• Budget Planning and Management (30%)
  • In collaboration with Executive Director and Senior Director, plan, forecast, and reconcile budgets.
  • Partner with Assistant Directors to monitor expenses, manage risks, and stay within budget.
  • Manage vendor relationships, contracts, invoicing, and procurement processes.
  • Manage expense reimbursement process for external presenters, meeting attendees, and collaborators.
• Operational Support (20%)
  • Track and manage requests, internal communications, and workflows for Executive Director and Senior Director, as needed.
  • Partner and collaborate with internal and external partners across the company to align calendars and ensure consistent coordination.

Qualifications

• Bachelor’s degree required.
• 3–5 years of professional experience in project, event and budget management.
• Independent budget planning and vendor management experience.
• Strong organizational, communication, and collaboration skills.
• High level of skill using Microsoft Office products (Outlook, Word, Excel, PowerPoint).
• Experience with Zoom, Slack, and Salesforce.
• Willingness to travel periodically.

Requirements

• Pay Rate Range: $30-$35 per hr (Depending on Experience).

Benefits

• Healthcare Benefits including Medical, Prescription, Vision & Dental Coverage | United Healthcare.
• Voluntary STD & LTD | New York Life.
• 401(k) Retirement Planning | Fidelity.
• Discount Program.
• You are Eligible to participate in the benefits program if you are considered a full-time employee of nextSource, working at least 30 hours per week on a consistent basis. Your coverage will be effective on the 1st of the month following 60 days of employment.