Meeting and Strategic Engagements Coordinator

TALENT Software Services; Virginia (IL); On-site; USD 80,000 - 110,000; Full time

Job summary

TALENT Software Services is seeking an Assistant Director, Strategic Higher Education-Enrollment Leadership (Temporary) to provide high-level administrative support for member-focused engagements. You will manage calendars, travel, and materials, and coordinate meetings with internal and external partners.

The role requires a bachelor’s degree and 3–5 years of project, event, and budget management, plus experience with Zoom, Slack, and Salesforce; you’ll forecast budgets and handle procurements.

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.

Responsibilities

• Plan, coordinate, and execute logistics for Client's 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.
• In collaboration with executives, plan, forecast, and reconcile budgets; monitor expenses and procurements.
• Manage vendor relationships, contracts, invoicing, and reimbursement processes.

Skills

Budget planning

Vendor management

Project coordination

Communication

Organization

Travel coordination

Stakeholder management

Education

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Excel

PowerPoint

Zoom

Slack

Salesforce

Job description

Job Description

ABOUT THE OPPORTUNITY

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 unit, with responsibilities closely aligned to existing full-time assistant director roles. This position carries limited responsibility for budget planning, forecasting. Reporting to the Executive Director, this role manages complex calendars, meetings, communications, travel, and materials for internal and external engagements hosted. 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.

About You

• You bring operational discipline and organization to managing complex projects, schedules, and budgets, with a consistent record of follow-through and delivery.
• You use financial data, systems, and established processes to plan, track, forecast, and reconcile budgets, manage approvals, and maintain accurate, auditable records.
• You lead procurement and vendor management activities, including contracts, invoices, payments, and timelines, while ensuring compliance with organizational policies.
• You prioritize work effectively and communicate clearly, escalating risks or issues early to keep work moving and prevent downstream challenges.
• You own operational work end to end, from planning through execution, reconciliation, and documentation, ensuring accuracy and continuity.
• You collaborate productively across teams, incorporate feedback, take accountability for outcomes, and exercise sound judgment and discretion with sensitive information.
• You perform well in fast-paced environments, maintain focus under pressure, and ensure leaders and teams are operationally prepared.
• You are highly proficient with operational tools, including Outlook, travel coordination, expense reporting, and you adapt quickly to systems that improve efficiency and control.

Primary Responsibilities

Meeting Coordination (50%)

• Plan, coordinate, and execute logistics for Client's 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 Client to align calendars and ensure consistent coordination.

Minimum 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.

All roles at Client require:

• A passion for expanding educational and career opportunities and mission-driven work
• Curiosity and enthusiasm for emerging technologies, with a willingness to experiment with and adopt new AI-driven solutions and comfort with learning and applying new digital tools independently and proactively.
• Clear and concise communication skills, written and verbal
• A learner's mindset and a commitment to growth: welcoming diverse perspectives, giving and receiving timely, respectful feedback, and continuously improving through iterative learning and user input.
• A drive for impact and excellence: solving complex problems, making data-informed decisions, prioritizing what matters most, and continuously improving through learning, user input, and external benchmarking.
• A collaborative and empathetic approach: working across differences, fostering trust, and contributing to a culture of shared success