The Events & Projects Coordinator will work closely with the Senior Manager of Recognition to support the planning, coordination, and execution of National Inventors Hall of Fame programs and events, including Induction, the Collegiate Inventors Competition (CIC), and other organizational initiatives.
This position plays a pivotal role in coordinating people, processes, and details, ensuring a seamless flow of work that delivers exceptional programs and events. The Events & Projects Coordinator supports the coordination of logistics, timelines, and communications, helping ensure projects and events remain on track and are delivered successfully from planning through completion.
Core responsibilities will focus on timeline management, event planning and coordination, and stakeholder alignment, with additional support across additional projects as needed. The Events & Projects Coordinator collaborates closely with internal stakeholders, external partners, and vendors to support smooth and efficient communication and execution.
This position requires strong organizational and communication skills, attention to detail, adaptability, and a collaborative mindset in a fast-paced environment. This role provides opportunities to develop expertise in event operations, program coordination, and stakeholder engagement within a mission-driven environment.
Position Responsibilities:
- Coordinate logistics and support execution of events and special projects, including Induction, CIC, and internal meetings, while owning assigned components to ensure seamless delivery
- Work effectively with NIHF’s internal project management department to maximize efficiencies and move projects through the Recognition department
- Coordinate and support project management for museum-related initiatives, ensuring Recognition department deliverables remain on track and aligned with project timelines
- Coordinate internal planning and support for Inductee Camp Invention visits, ensuring visit details, communications, and schedules are aligned
- Coordinate vendor-related activities, including gathering quotes, scheduling services, keeping timelines on track, and supporting contract documentation
- Provide support for Inductee in-person visit scheduling, coordinating with Recognition team and Creative team to create comprehensive schedules and information
- Assist with budget tracking, invoice processing, and expense reconciliation
- Coordinate communications with internal teams and external partners to ensure alignment, clarity, and consistent follow-through
- Support on-site event operations, including setup and coordination with vendors
- Coordinate travel arrangements for event participants and internal team members as needed
- Own and maintain contact data and inventor information within Salesforce and other systems, ensuring accuracy and consistency; work with internal Salesforce expertise to implement needed solutions
- Assist with post-event evaluations by gathering feedback and tracking key metrics
- Support adherence to event procedures, guidelines, and established best practices
- Provide administrative and logistical support for departmental initiatives and special requests, as needed
Knowledge, Skills, and Abilities:
- Excellent organizational skills with a high attention to detail
- Excellent written and verbal communication skills, including strong active listening to support effective collaboration
- Ability to manage multiple tasks and priorities in a fast-paced environment
- Strong collaboration skills and ability to work effectively across teams
- Strong coordination skills, with the ability to manage details, timelines, and communication across multiple workstreams
- Strong time management skills
- Proactive, dependable, and solution-oriented mindset
- Ability to take ownership of assigned tasks and follow through to completion
- Comfort interacting with a variety of stakeholders, including external partners and senior leaders, with professionalism and attention to detail
- Ability to adapt quickly and manage changing priorities in a professional environment
- Ability to travel and support on-site event execution
- Ability to regularly work in the office and attend in-person meetings
- Ability to communicate effectively via email, chat, phone, and in-person meetings
- Requires regular, reliable, and on-time attendance
Credentials and Experience:
- Bachelor’s degree in business, communications, or a related field preferred
- 2–3 years of experience supporting events, programs, or project-related work from planning through execution
- Experience supporting vendor coordination, including research, scheduling, and assisting with contract documentation
- Experience supporting project timelines and task tracking to help ensure projects are completed on schedule
- Proficiency in Microsoft Word, OneNote and Excel, with experience using collaboration and project management tools (e.g., Trello or similar)
Special Requirements:
Why Join the National Inventors Hall of Fame?
- Comprehensive Health Coverage: Enjoy top-tier medical, dental, 100% employer paid vision, and insurance plans, along with flexible spending accounts to help pay for any out-of-pocket medical expenses.
- Company-Paid Benefits: NIHF contributes 100% to provide life and disability coverages.
- Secure Your Future: Benefit from our 401(k) plan with up to a 4% employer match and 100% vesting upon initial contribution, ensuring your financial stability and growth.
- Generous Time Off: Take advantage of paid time off, paid holidays, and a year-end closure from December 24th through January 1st to recharge.
- Additional Support: Access Critical Illness, Hospital, and Accident Supplemental Income plans for extra peace of mind.
- Pet-Friendly Perks: Protect your furry friends with our pet insurance plans.
- Stay Fit and Healthy: Utilize our on-site workout facility to maintain your physical well-being.
- Flexible Work Arrangements: Enjoy alternate workday scheduling and the option for hybrid remote work after 90 days, promoting a healthy work-life balance.
- Thriving Work Environment: Be part of a great team environment with ample opportunities for growth and a culture that prioritizes professional development.
