Meeting and Event Coordinator

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

Job Description

X-energy is seeking a detail-oriented and highly organized Meeting & Event Coordinator to lead the planning, setup, and execution of company meetings and events. This Corporate Facilities role is based at our corporate office, with support that may extend to other X-energy facilities as needed.

The Meeting & Event Coordinator keeps meetings running smoothly, from coordinating food orders and deliveries to managing meeting supplies within approved budgets. The role starts with daily meeting support and is expected to grow into larger meetings and company-wide events as the organization expands. The ideal candidate thrives in a fast-paced environment, manages vendor relationships well, and takes pride in delivering seamless, well-organized events.

Job Profile Tasks/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.

Job Profile Minimum Qualifications

• Typically Demonstrated by 3 plus years of relevant experience of experience in facilities coordination, operations support, or related functions.
• Organization & Attention to Detail: Proven ability to juggle multiple meetings/events simultaneously with a high degree of accuracy.
• Vendor Management: Experience coordinating with caterers, suppliers, and service providers; strong negotiation and relationship-management skills.
• Budget Management: Ability to work within defined budgets, track expenses, and report on spending.
• Communication: Excellent written and verbal communication skills for coordinating across admins, stakeholders, and vendors.
• Adaptability & Scalability: Comfortable in a growing role; able to scale from daily meeting support to large-scale events as demands increase.
• Time Management: Strong prioritization skills and the ability to meet deadlines in a dynamic environment.

Location

9801 Washingtonian Blvd, Gaithersburg, MD

Work Site Expectations

5 days in office

Travel Expectations

10 - 25% to support other X-energy facilities as needed

Hours

Standard office hours are 8:00am ET to 5:00pm ET, Monday - Friday

Compensation

As required by Maryland and other applicable state law, X Energy, LLC (X-energy) lists the expected compensation range for a publicly advertised job opportunity based upon the job requirements (e.g. education/training, experience, skill sets, etc.). Individual candidates who meet the job requirements for the posted position will be offered a salary within this range based on their respective levels of education/training, experience, and other qualifications unique to them. Salary ranges may vary based on the specific office location and region referenced in the posting to take into consideration differences in cost of living and may not be reflective of all regions. Please note that compensation ranges listed for US job postings reflect base salary only and do not include benefits or other incentives.

Qualifications

Offers within the posted salary range are commensurate with the individual’s qualifications for the position, along with a view on internal equity, market data, and room for growth. The salary range for this position is:

$28.75 to $31.75

Position Job Classification

Full time - Non-Exempt

Benefits

X Energy, LLC offers a robust benefits package that includes a 401K plan with an employer match, Medical/Dental /Vision Insurance, Life and Disability Insurance, Paid Time Off, and a Tuition Reimbursement/Professional Development policy that supports the continuing education of our employees.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

X Energy, LLC participates in E-Verify. Please visit the links below for more information about E-Verify and the protection of your Right to Work.

Right To Work Link: If you have the right to work, don't let anyone take it away (e-verify.gov)

E-Verify Participation Link: E-Verify Participation Poster English and Spanish