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

• 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 Share Point
• Experience with video conferencing platforms such as Microsoft Teams, Zoom, or Web Ex
• 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

• 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