Coordinator, Facilities and Capital Planning

The Campus and Experiences division creates and supports inspirational experiences for live audiences and delivers excellent service and operations at National Geographic Society facilities. The division is responsible for our Base Camp headquarters, including all aspects of the Museum of Exploration. This division also produces and generates revenue through National Geographic Live, Speakers Bureau and National Geographic’s Traveling Exhibitions programs. Reporting to the Vice President, Facilities and Capital Planning, the Coordinator will act as the VP’s right hand helping to keep miscellaneous projects moving, organizing files and contracts, and ensuring the VP's direct reports and external vendors remain aligned.

Serving as a back-of-house ambassador to the front-of-house, the Coordinator plays a pivotal role in alliance building across divisions to foster seamless collaboration, operational excellence, and strong cross-functional relationships.

• Project Management & Tracking (30%) Act as the "traffic controller" for miscellaneous tasks and smaller facility initiatives, following up with internal teams to ensure deliverables don't stall. Assist the VP in maintaining overall progress trackers for ongoing construction. Monitor project deadlines and flag potential delays early so the VP can intervene proactively.
• Communication & Stakeholder Coordination (40%) Drive alliance building and serve as a primary back-of-house ambassador to the front-of-house team, bridging communication between Facilities/Capital Planning and public-facing divisions to align operational goals. Help route critical project updates, and design changes between the VP and key internal teams (Facilities, Technology, Security, Exhibitions) and external teams. Assist the VP in securing deliverables for external contractors, architects, and suppliers to collect status updates, certificates of insurance, or basic project inquiries Listen to two-way radio, monitor operations-related Slack channels, review and report on BEO and event information, and relay urgent and important issues across teams as necessary.
  
  Schedule and prepare agendas for regular project review meetings with internal staff, tenants, and external vendors to minimize campus disruptions. Assist in issuing requests for proposals, review and level proposals, draft contracts, and maintain contract logs and change requests.
• Administrative Support (30%) Manage the Vice President of Facilities and Capital Planning's calendar, scheduling new meetings and rescheduling to align with shifting priorities. Assist with the maintenance and organization of team-wide information. Update team organizational tools, such as dashboards, metrics, work plans, roadmaps, and project management systems. Assist and lead presentation prep for multiple and various presentations at different cadences. Skill Prepare work order requests for maintenance and repair, assuring smooth continual completion in a timely fashion.

• Educational Background Associate or Bachelor’s degree in Business Administration, Communications, Hospitality, Operations Management, or a related field preferred.
• Minimum Years and Type of Experience 2+ years’ experience in a similar support role.
• Effective written and oral communications skills
• Proficiency in both the Microsoft Office suite and Google Workspace tools, specifically presentation tools
• Prior operations and administrative experience preparing accurate reports, using scheduling and business communication tools
• Ability to work in a fast paced, multi-phase project environment with shifting priorities
• Attention to detail and ability to understand and prioritize multiple requests and…