Senior Meetings & Events Coordinator

Allen Institute; Seattle (WA); Hybrid; USD 63,000 - 77,000; Full time

Job summary

The Allen Institute is seeking a Meeting Coordinator III to join the Events team within the Communications Department. You will independently coordinate meetings, space allocation, guest visits, and related logistics from planning through close-out, ensuring smooth on-site and virtual experiences.

Ideal candidates are organized, proactive, and able to manage competing priorities, timelines, vendors, and budgets.

Qualifications

• High school diploma or equivalent.

Responsibilities

• Coordinate assigned meetings from scheduling and planning through on-site execution and closeout.
• Arrange meeting spaces, facilities requests, room layouts, signage, printing, catering, registration, and other logistics.
• Work with vendors to obtain quotes, coordinate services and deliverables, and support on-site vendor activity.
• Coordinate meetings, lab tours, and visits with cross-functional teams, and arrange travel for invited guests.
• Set up virtual and hybrid meeting components, including platforms, access links, and recordings, as needed.
• Anticipate logistical challenges, independently resolve issues within established guidelines, seek guidance on complex matters as needed, and recommend improvements to recurring processes.

Skills

Organizational skills

Communication skills

Problem-solving

Vendor management

Budget management

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

SharePoint

Adobe Creative Cloud

Job description

The Allen Institute is seeking a Meeting Coordinator III to join the Events team within the Communications Department. You will independently coordinate meetings, space allocation, guest visits, and related logistics from planning through close-out, ensuring smooth on-site and virtual experiences.

Ideal candidates are organized, proactive, and able to manage competing priorities, timelines, vendors, and budgets.