Administrative Coordinator: LOA & Grant Support — Hybrid

Automatic Data Processing, Inc.; Reston (VA); Hybrid; USD 50,000 - 55,000; Full time

Benefits offered by this job

Casual Work Environment

100% Company Paid Medical (choice of 3

plans), Dental and Vision for Employee

Available FSA or HSA account

Company paid Long Term Disability

401(k) Plan

Paid Sick and Vacation Leave

Job summary

SPARGO, Inc, an events management leader in Reston, VA, seeks an Administrative Coordinator for LOA and grant support. The role drives LOA lifecycle from creation to signature, ensures compliance with ACCME, AMA, PhRMA, and AdvaMed standards, and supports the sales team on grant applications.

Hybrid work arrangement offers 2 days in office and 3 days remote. Key duties include document tracking, portal submissions, and cross‑team coordination to meet deadlines, maintain accurate records, and

Qualifications

• 2–4 years of administrative, project coordination, or compliance‑related experience; experience in medical conferences or healthcare associations preferred.
• Strong understanding of (or willingness to learn) ACCME, AMA, PhRMA, and AdvaMed guidelines.
• Exceptional attention to detail and accuracy in documentation.
• Ability to manage multiple deadlines and track high volumes of documents.
• Proficiency with Microsoft Office, CRM systems, and online portals.

Responsibilities

• Generate, issue, and track Letters of Agreement for all exhibitors, sponsors, product theaters, and commercial supporters.
• Maintain an organized LOA workflow, including version control, signature collection, and status reporting.
• Ensure all LOAs contain accurate inventory details, pricing, deliverables, and compliance language.
• Follow up with companies to secure timely execution of LOAs prior to deadlines.
• Maintain a centralized LOA database and archive for audit and reconciliation purposes.
• Coordinate with internal teams (education, finance, operations) to ensure LOA requirements are met.
• Verify that all executed LOAs comply with ACCME, AMA, PhRMA, AdvaMed, and event‑specific policies.
• Work closely with the sales team to complete exhibitor‑funded grant applications for sponsorships, product theaters, and other commercial support opportunities.
• Navigate and manage submissions in grant/giving portals unique to each sponsoring company.
• Gather required documentation (W‑9s, budgets, needs statements, agendas, etc.) for each submission.
• Track submission deadlines, approval timelines, and required follow‑up actions.
• Maintain accurate records of all grant submissions, statuses, and outcomes.
• Assist with post‑event reconciliation documentation when required by grant terms.
• Provide administrative support to the exhibits and sponsorship sales team, including contract preparation, data entry, and CRM updates.
• Respond to exhibitor and sponsor inquiries regarding LOAs, grant requirements, and compliance documentation.

Skills

Administrative coordination

Compliance

Attention to detail

Communication skills

Multitasking

Tools

Microsoft Office

CRM systems

Online portals

Job description

SPARGO, Inc, an events management leader in Reston, VA, seeks an Administrative Coordinator for LOA and grant support. The role drives LOA lifecycle from creation to signature, ensures compliance with ACCME, AMA, PhRMA, and AdvaMed standards, and supports the sales team on grant applications.

Hybrid work arrangement offers 2 days in office and 3 days remote. Key duties include document tracking, portal submissions, and cross‑team coordination to meet deadlines, maintain accurate records, and