Events & Meetings Coordinator
Teton Science Schools, Jackson, WY, United States
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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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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