Communications Coordinator

Communications Coordinator Location: Newark, DE (Hybrid 3 days/week onsite)
Duration: Through 12/31/2027 Start Date: July (Urgent)

Important Note

• Candidates must currently be commutable to Newark, DE.
• Current City and State must be listed on the resume. Resumes without location information will be rejected.
• The client is especially interested in candidates with corporate communications experience, including the ability to convert meeting minutes into executive summaries, business briefs, or PowerPoint presentations.

Job Summary

We are seeking a Communications Coordinator to support meeting coordination, documentation, stakeholder communications, and PMO administrative activities within a fast-paced, project-driven environment. This role requires exceptional organizational, communication, and documentation skills.

Key Responsibilities

Meeting Coordination

• Serve as the primary point of contact for all meeting requests from vendors, clients, and internal stakeholders.
• Review meeting requests and validate agendas, attendee lists, objectives, and required lead times.
• Process meeting requests using the PMO Meeting Request Form.
• Coordinate approvals with the PMO Facilitator.
• Schedule project meetings and distribute calendar invitations with agendas, meeting links, and supporting documents.
• Publish weekly meeting calendars to project teams and stakeholders.

Meeting Support

• Manage meeting logistics, including room reservations and virtual meeting platforms.
• Start and manage meeting recordings.
• Track attendance and monitor unauthorized participants.
• Capture real-time action items, owners, due dates, decisions, issues, risks, and next steps.
• Notify the PMO Facilitator of agenda deviations or scope changes during meetings.

Documentation & Reporting

• Prepare professional meeting minutes within 24 hours using approved templates.
• Submit draft minutes for review and incorporate feedback.
• Distribute finalized meeting minutes to all stakeholders.
• Maintain document version control.
• Produce monthly PMO Meeting Summary Reports.
• Create executive summaries, business briefs, and PowerPoint presentations from meeting discussions when required.

Document Management

• Archive meeting recordings and final meeting minutes within project repositories.
• Apply standardized file naming conventions.
• Maintain project meeting logs and repository organization.
• Conduct quarterly audits to ensure documentation completeness and accuracy.

Stakeholder Communication

• Explain meeting request procedures to new vendors and project team members.
• Enforce PMO meeting governance and scheduling policies.
• Redirect unauthorized meeting requests through proper channels.
• Escalate recurring compliance issues to the OCM Lead.
• Serve as the primary contact for meeting scheduling, conflicts, and rescheduling.

Required Qualifications

• Bachelor's degree in Business Administration, Communications, Project Management, or a related field (or equivalent experience).
• 1 3 years of experience in Project Coordination, Administrative Support, or PMO environments.
• Experience managing meeting logistics and producing professional meeting documentation.
• Experience working with vendors, clients, and multiple stakeholders.
• Advanced Microsoft 365 skills:
• Outlook
• Word
• Excel
• Teams
• SharePoint
• Experience with virtual meeting platforms:
• Microsoft Teams
• Zoom
• WebEx
• Experience using collaboration/project management tools such as:
• SharePoint
• Confluence
• Jira
• Smartsheet
• Experience using transcription or AI-assisted note-taking tools.
• Familiarity with document management systems and repository organization.

Preferred Qualifications

• Corporate communications experience, including:
• Newsletters
• PowerPoint presentations
• Executive briefs
• Mass communications
• PMP or CAPM certification.
• Experience supporting government or regulated industry projects.
• Previous experience as a:
• Project Coordinator
• Executive Assistant
• Operations Analyst
• PMO Support Professional
• Experience with vendor management or contract administration.

Physical Requirements

• Ability to perform essential job functions in accordance with ADA guidelines.
• Primarily sedentary office work with occasional movement to attend meetings.
• Ability to work extensively on a computer using a keyboard, mouse, and monitor.