Coordinator, Facilities and Capital Planning

National Geographic Society; Washington (District of Columbia); On-site; USD 34,000 - 37,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Wellness program

401(k) with match

Paid time off

Paid holidays

Parental leave

Learning and development

Transportation benefits

Life insurance

Disability insurance

Discounts and perks

Job summary

National Geographic Society is seeking a capable Coordinator to support the VP of Facilities and Capital Planning. The role involves tracking multiple projects, coordinating with internal teams and external vendors, and maintaining calendars and dashboards to ensure smooth operations at Base Camp and related facilities.

You will help prepare agendas, monitor progress, and assist with procurement and contract activities while fostering cross-functional collaboration and reliable service to

Qualifications

• Associate or Bachelor’s degree in Business Administration, Communications, Hospitality, Operations Management, or related field.
• 2+ years’ experience in a similar support role.
• Strong written and oral communication skills; proficient with scheduling and reports.

Responsibilities

• Act as VP's right hand by coordinating tasks and maintaining progress trackers.
• Coordinate communications between Facilities/Capital Planning and public-facing divisions.
• Prepare agendas and maintain contracts and logs.
• Support administrative functions such as calendars and dashboards.

Skills

Communication skills

MS Office & Google Workspace

Scheduling tools

Project coordination

Attention to detail

Multi-phase project

Education

Associate or Bachelor’s degree in related field

Tools

Microsoft Office

Google Workspace

Monday.com

Job description

How You’ll Contribute

The Campus and Experiences division creates and supports inspirational experiences for live audiences and delivers excellent service and operations at National Geographic Society facilities. The division is responsible for our Base Camp headquarters, including all aspects of the Museum of Exploration. This division also produces and generates revenue through National Geographic Live, Speakers Bureau and National Geographic’s Traveling Exhibitions programs. Reporting to the Vice President, Facilities and Capital Planning, the Coordinator will act as the VP’s right hand helping to keep miscellaneous projects moving, organizing files and contracts, and ensuring the VP's direct reports and external vendors remain aligned. Serving as a back-of-house ambassador to the front-of-house, the Coordinator plays a pivotal role in alliance building across divisions to foster seamless collaboration, operational excellence, and strong cross-functional relationships.

Your Impact

Responsibilities Include

Project Management & Tracking (30%)

• Act as the "traffic controller" for miscellaneous tasks and smaller facility initiatives, following up with internal teams to ensure deliverables don't stall.
• Assist the VP in maintaining overall progress trackers for ongoing construction.
• Monitor project deadlines and flag potential delays early so the VP can intervene proactively.

Communication & Stakeholder Coordination (40%)

• Drive alliance building and serve as a primary back-of-house ambassador to the front-of-house team, bridging communication between Facilities/Capital Planning and public-facing divisions to align operational goals.
• Help route critical project updates, and design changes between the VP and key internal teams (Facilities, Technology, Security, Exhibitions) and external teams.
• Assist the VP in securing deliverables for external contractors, architects, and suppliers to collect status updates, certificates of insurance, or basic project inquiries
• Listen to two-way radio, monitor operations-related Slack channels, review and report on BEO and event information, and relay urgent and important issues across teams as necessary.
• Schedule and prepare agendas for regular project review meetings with internal staff, tenants, and external vendors to minimize campus disruptions.
• Assist in issuing requests for proposals, review and level proposals, draft contracts, and maintain contract logs and change requests.

Administrative Support (30%)

• Manage the Vice President of Facilities and Capital Planning's calendar, scheduling new meetings and rescheduling to align with shifting priorities.
• Assist with the maintenance and organization of team-wide information. Update team organizational tools, such as dashboards, metrics, work plans, roadmaps, and project management systems.
• Assist and lead presentation prep for multiple and various presentations at different cadences. Skill
• Prepare work order requests for maintenance and repair, assuring smooth continual completion in a timely fashion.

What You’ll Bring

Educational Background

Associate or Bachelor’s degree in Business Administration, Communications, Hospitality, Operations Management, or a related field preferred.

Minimum Years And Type Of Experience

2+ years’ experience in a similar support role.

Necessary Knowledge And Skills

• Effective written and oral communications skills
• Proficiency in both the Microsoft Office suite and Google Workspace tools, specifically presentation tools
• Prior operations and administrative experience preparing accurate reports, using scheduling and business communication tools
• Ability to work in a fast paced, multi-phase project environment with shifting priorities
• Attention to detail and ability to understand and prioritize multiple requests and projects while meeting deadlines

Desired

• Proficiency in Monday.com a plus
• Knowledge of and experience working in a related industry – visitor attraction, museum, facilities, construction, hospitality, and/or events.

Supervision

No direct reports

Salary Information

The National Geographic Society offers a competitive and holistic total rewards package. Our compensation structure and transparent pay philosophy are based on industry-specific market data for similar-sized nonprofit organizations.

The salary range for this position accounts for a wide range of factors including but not limited to organizational need; specific skill sets; experience and training; certifications; and more. At the National Geographic Society, individuals are typically hired at or near the starting point of the salary range for their role, and compensation decisions are dependent on the facts and circumstances of each case.

The hourly range for this position is $25.13 - $26.45. Employees in positions who are assigned to a shift that starts or ends between 6 p.m. and 6 a.m. are entitled to shift differential pay of 10% of base pay for the hours worked between 6 p.m. and 6 a.m.

• medical, dental, and vision insurance
• engaging and comprehensive wellness program
• 401(k) retirement savings plan with matching contributions after 6 months of employment
• flexible paid time off benefits with up to 22 days of paid annual leave per calendar year (15 days for new hires in their first year, prorated based on the number of pay periods remaining in the year) and 10 days of sick leave
• 12 paid holidays and a paid winter break between December 25 and 31 (May not apply to all roles that are required to work during high volume seasons or essential workers. Please check with the hiring manager for confirmation.)
• paid parental leave, adoption and surrogacy expense reimbursement, fertility benefits
• learning and development opportunities
• Lifestyle Spending Account
• pet adoption assistance and insurance
• pre-tax transportation benefits with a generous employer subsidy
• employer-paid life insurance and disability benefit
• a variety of National Geographic discounts and perks

Job Designation

On-Site Flex - Staff members who must be physically present at Base Camp to do the vast majority of their work supporting overall building and museum operations. On-Site Flex staff hours are determined in consultation with supervisors, and are responsive to the needs of the MOE and other building operations, often including nontraditional (M-F, 9 a.m. - 5 p.m.) work hours.

Candidates must be legally authorized to work in the United States. This position is not eligible for visa sponsorship.

We encourage you to apply even if your experience is not a 100% match with the position. We are looking for someone with relevant skills and experience, not a checklist that exactly matches the job description. We want to help you grow and in return, you help us grow into a stronger, more inclusive organization.