Job Description

Events and Meetings Coordinator

Reports to: Manager of Partnerships

Classification: Full-Time, Exempt Work Schedule: Full time; evenings, weekends, holidays, and extended hours as required by program needs Location: Jackson, WY 

Position Summary

The Events and Meetings Coordinator plays a central role in supporting organizational effectiveness through event and meeting coordination, Partner Sales office operations, and select program registration support. This position serves as the logistical backbone for internal and external meetings, hosted events, and mission-aligned gatherings, ensuring seamless planning, contracting, registration, and on-site execution.

In addition, the role provides executive assistant–level support to senior leaders, manages day-to-day office operations, and supports registration and contracting for wildlife expeditions and field-based programs as needed.

Key Responsibilities

Contracting and Events and Meetings Responsibilities

• Coordinate planning, logistics, and execution for internal and external events, meetings, retreats, and hosted programs
• Manage events and meetings contracts, including venue agreements, vendor contracts, lodging, catering, transportation, and A/V services
• Serve as the primary point of contact for event hosts, partners, vendors, and participants for external events
• Support new lead maturation through serving as the primary point of contact for contracting for new groups and ensuring accurate scoping, pricing, dates, and documentation
• Oversee event registration processes, including setup, confirmations, communications, and on-site check-in
• Develop event timelines, run-of-show documents, and logistics plans
• Provide on-site or live support during events and meetings to ensure smooth execution
• Serve as the point of contract for Professional Learning contract creation and spending in Salesforce

Coordination Responsibilities

• Serve as the primary coordinator for facility rentals across three residential campuses, managing communication, campus preparation, arrival/departure logistics, orientation, and troubleshooting.
• Book, reserve, coordinate, and execute all aspects of internal events, meetings, programs, meals, and staff/visitor stays.
• Coordinate group check-ins, including key exchange, maps, arrival packets, and other materials.
• Assist with post-event cleanup and facility resets for incoming groups.
• Manage logistics for remote employee stays, including car and lodging reservations, key exchange, linens, and food service needs.
• Support operations for events and meetings on all campuses, including residential lodges, dining lodges, and administrative offices.

General Responsibilities

• Maintain accurate, confidential records across events, contracts, and administrative systems
• Develop and refine processes for events, meetings, and office operations to improve efficiency
• Provide exceptional customer service to partners, participants, and internal teams
• Support cross-departmental collaboration and communication
• Uphold organizational values and contribute to a positive, professional work environment
• Meal hosting 

Qualifications

• Experience in event coordination, office management, executive assistance, or operations
• Strong organizational and project management skills with attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and deadlines simultaneously
• Comfort working with contracts, budgets, and vendor relationships
• Proficiency with office productivity tools, calendars, and database systems

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