Engagement Coordinator, U.S. Defense Plans & Strategies

Description

The Engagement Coordinator plans, coordinates, and executes the administrative and logistical requirements for strategic-level senior leader engagements supporting Department of Defense (DoD) stakeholders across the National Capital Region (NCR) and Combatant Commands (CCMDs). This role serves as the central "air-traffic controller" for executive interactions—managing schedules, access coordination, briefing materials, and day-of execution—to ensure engagements are secure, professional, and mission-aligned. The position also provides administrative support to the Washington Operations Team supporting DoD or Department of War (DoW) engagements, requiring precision, discretion, and responsiveness in high-visibility environments.

• Coordinate end-to-end logistics for strategic-level meetings, briefings, and engagements across the NCR and with CCMD staffs (in-person and virtual), including Pentagon engagements and off-site government or commercial facilities as required.
• Manage engagement workflows, including request intake, scheduling, confirmations, attendee lists, agendas, read-aheads, and after-action follow-ups.
• Coordinate effectively with Pentagon front offices, CCMD executive staff, action officers, protocol/administrative teams, and supporting organizations to ensure engagements are properly staffed and executed.
• Support senior leader engagement planning by aligning run-of-show, attendee sequencing, and engagement objectives with stakeholder expectations and operational constraints.
• Coordinate visitor access requirements and badging/entry processes in accordance with site procedures; ensure visitors receive clear instructions and timely updates.
• Prepare, package, and distribute meeting materials (agendas, slide decks, bios, talking points, read-ahead books), ensuring quality control, version control, and appropriate dissemination.
• Serve as a liaison between internal stakeholders (executives, program teams, security, administrative staff) and external counterparts (government staff, CCMD personnel, partner organizations) to align timelines, deliverables, and engagement outcomes.
• Arrange meeting spaces and services (A/V, secure communications requirements as applicable, seating layouts, signage/way finding, and catering where permitted).
• Track action items, decisions, and deliverables; maintain engagement calendars, distribution lists, contact rosters, and engagement records.
• Coordinate local and regional travel logistics as needed (parking, driver coordination, route timing, and contingency planning for traffic/weather).
• Support rehearsals and day-of onsite coordination, including escorting visitors when required; troubleshoot changes in real time while maintaining executive-level professionalism.
• Provide administrative support to the Washington Operations Team supporting DoD or Department of War (DoW) engagements, including managing taskers/requests, maintaining contact lists and engagement trackers, coordinating staffing and internal suspense dates, preparing correspondence and meeting notes, coordinating sponsorship/membership agreements (intake, routing, signatures, renewal tracking, and records management), and supporting engagement reporting/after-action documentation.
• Support the U.S. Defense Plans & Strategies Team by coordinating travel and other engagement logistics-within the NCR and beyond-including itineraries, meeting schedules, access/entry guidance, materials preparation, and day-of adjustments as needed.
• Maintain discretion while handling sensitive schedules, senior leader priorities, and engagement details.

• Bachelor's degree and 4+ years of experience in executive coordination, strategic engagement support, event/meeting planning, government support, or administrative operations. Additional years of experience will be considered in lieu of degree requirements.
• Working knowledge of the DoD/DoW environment and senior leader engagement practices, including familiarity with Pentagon front-office coordination and/or CCMD staff engagement processes.
• US citizenship with ability to obtain and maintain a security clearance and/or favorable background determination, as required by the program/contract.
• Demonstrated experience coordinating complex calendars and multi-stakeholder engagements with shifting priorities and short timelines.
• Strong written and verbal communication skills; ability to craft clear instructions, confirmations, and concise engagement summaries.
• High attention to detail, strong judgment, and consistent follow-through in high-visibility environments.
• Proficiency with Microsoft Office (Outlook, Teams, Word, PowerPoint, Excel) and document collaboration/version control practices.
• Ability to work on-site across the NCR as needed; flexibility for early mornings/late afternoons tied to senior engagements and stakeholder availability.

• Prior experience supporting engagements at the Pentagon and/or with CCMD headquarters…