Dynamic Meetings & Events Lead

X-energy; Rockville (MD); On-site; USD 40,000 - 44,000; Full time

Benefits offered by this job

401K with employer match

Medical/Dental/Vision Insurance

Paid Time Off

Tuition Reimbursement

Job summary

X-energy is seeking a detail-oriented Meeting & Event Coordinator to lead planning, setup, and execution of meetings and events at our corporate office in Maryland. The role grows from daily meeting support to larger company-wide events, with travel to other X-energy facilities as needed.

The coordinator will manage catering, supplies, budgets, and vendor relationships, ensuring seamless, well-organized events in a fast-paced environment.

Qualifications

• 3+ years in facilities coordination, operations support, or related roles.
• Strong organization and attention to detail.
• Vendor management with caterers, suppliers, and service providers.
• Budget management within defined budgets.
• Excellent written and verbal communication.
• Adaptability and scalability to growing role.
• Strong time management and ability to meet deadlines.

Responsibilities

• Food & Catering Coordination: Place and manage food orders for meetings; coordinate delivery timing, setup, and cleanup with vendors and administrative staff.
• Meeting Supply Management: Source, order, and organize meeting supplies and materials, ensuring all purchases stay within the requested/approved budget.
• Daily Meeting Setup: Prepare meeting spaces for daily meetings - including catering, supplies, and room readiness - in partnership with the administrative team.
• Event Scaling & Support: Support the planning and execution of larger meetings and company events as needed, scaling logistics as the department and demand grow.
• Multi-Facility Support: Provide meeting and event coordination support to other X-energy facilities as needed, including occasional travel.
• Vendor & Admin Liaison: Serve as the point of contact between administrative staff, internal stakeholders, and external vendors (caterers, suppliers, service providers).
• Budget Tracking & Reporting: Monitor spending against approved budgets, track expenses, and provide reporting to management on costs and vendor performance.
• Policy & Procedure Development: Develop, establish, and maintain policies and procedures for meetings and events, including request timelines, catering and meal requests, purchasing approvals, and vendor expectations. Keep these documents current as the program grows.
• Logistics Coordination: Manage scheduling, timing, and on-site coordination to ensure events are executed on time and to expectation.
• Maintain professional demeanor and behavior at all times in all forms of communication.
• Perform other duties as assigned by manager.

Skills

Facilities coordination

Vendor management

Budget management

Communication

Time management

Job description

X-energy is seeking a detail-oriented Meeting & Event Coordinator to lead planning, setup, and execution of meetings and events at our corporate office in Maryland. The role grows from daily meeting support to larger company-wide events, with travel to other X-energy facilities as needed.

The coordinator will manage catering, supplies, budgets, and vendor relationships, ensuring seamless, well-organized events in a fast-paced environment.