Communications Coordinator

Job Description

We are looking for a Communications Coordinator to support meeting logistics, documentation, and stakeholder communication within a fast-paced, project-driven environment. This position will be a full-time contract, and hybrid in Newark, DE.

What You’ll Do

• Serve as the exclusive point of contact for all incoming meeting requests from vendors, clients, and internal stakeholders

• Validate agenda, attendee list, and objective for existing slate of meetings

• Review and process meeting requests using the PMO Meeting Request Form

• Collaborate with requestors to ensure each request includes a complete agenda, appropriate attendee list, clear objective, and required lead time

• Coordinate with the PMO Facilitator to confirm availability, validate audience composition, and obtain formal meeting approval

• Issue all project-related calendar invitations with finalized agendas, connection details, and pre-read materials

• Maintain the PMO Meeting Request Tracker and publish weekly meeting calendar to cross-functional teams and stakeholders

• Activate and manage meeting recordings at the start of each formal meeting

• Track meeting attendance and manage any unregistered or unauthorized participants

• Maintain a real-time action item log during each meeting, capturing owner, commitment, and due date for every action

• Flag agenda deviations or scope-creep discussions to the PMO Facilitator in real time

• Manage meeting logistics including room bookings, technology setup, and participant access for virtual platforms

• Draft comprehensive meeting minutes within 24 hours of meeting conclusion using the PMO-approved Minutes Template

• Capture decisions, action items, issues, risks, and next steps accurately and completely

• Submit draft minutes to the PMO Facilitator for review and incorporate all reviewer feedback

• Distribute final, approved minutes to all meeting attendees and the project distribution list within 24 hours of Facilitator approval

• Maintain version control for all meeting minute documents

• Produce and distribute the monthly PMO Meeting Summary Report to the OCM Lead

• Archive all meeting recordings to the designated project repository folder within 24 hours of meeting conclusion

• Archive all final meeting minutes to the repository within 24 hours of distribution, circulating links to the archived content with meeting minutes

• Apply the PMO-standard file naming convention to all archived documents

• Maintain the Project Meeting Log with current status for all meetings

• Ensure repository folder structure remains organized and access permissions are current

• Conduct quarterly audits of archived materials to confirm completeness and correct categorization

• Communicate the meeting request procedure to all new vendors, clients, and project team members at project onboarding

• Diplomatically enforce meeting control policies with non-compliant vendors or clients, and redirect unauthorized scheduling attempts to the proper request process

• Escalate repeat non-compliance to the OCM Lead with supporting documentation

• Serve as first point of contact for meeting-related questions, conflicts, and rescheduling needs

Required:

• Bachelor's degree in Business Administration, Communications, Project Management, or a related field (or equivalent combination of education and directly related experience)

• 1-3 years of experience in a project coordination, administrative, or PMO support role

• Demonstrated experience managing meeting logistics and producing professional meeting documentation

• Experience working in environments with multiple external stakeholders such as vendors, clients, or partners

• Advanced proficiency in Microsoft 365 suite including Outlook, Word, Excel, Teams, and SharePoint

• Experience with video conferencing platforms such as Microsoft Teams, Zoom, or WebEx

• Proficiency with project management or collaboration tools such as SharePoint, Confluence, Jira, Smartsheet, or equivalent

• Ability to use transcription tools or AI-assisted note-taking software

• Familiarity with document management systems and repository organization

Preferred:

• Project Management Professional (PMP) certification or Certified Associate in Project Management (CAPM)

• Experience in a regulated industry or government project environment

• Prior experience as a project coordinator, executive assistant, or operations analyst supporting a PMO

• Experience with contract management or vendor oversight processes