Administrative & Program Coordination Specialist

Title: Administrative & Program Coordination Specialist

Location: Washington United States

Job Description:

Job#: 3025253

Job Description:

Administrative & Program Coordination Specialist (Hybrid - Washington, DC)

Position Overview

We are seeking an exceptionally organized and proactive Administrative & Program Coordination Specialist. This role functions as the central coordination hub for a high volume of complex meetings, engagements, and program events involving internal teams, interagency partners, and private‑sector stakeholders.

The ideal candidate excels at planning, communication, and logistics, and thrives in a fast‑paced, multi‑stakeholder environment. This is a hybrid position, requiring two days per week onsite in our Washington, DC office.

Key Responsibilities

Meeting & Engagement Coordination

• Plan, coordinate, and execute a high volume of complex meetings, engagements, and program events.
• Serve as the central coordination point across approximately five internal functional teams, multiple interagency partners, and a diverse set of external private‑sector stakeholders.
• Ensure all engagements are well‑structured, properly staffed, and outcome‑oriented.

Strategic Planning & Logistics

• Develop meeting strategies, timelines, and logistical plans that support program objectives.
• Coordinate logistics for in‑person, virtual, and hybrid events, including agendas, briefing materials, technology setup, and facility arrangements.
• Anticipate needs, identify gaps, and ensure all participants are prepared and aligned.

Communication & Workflow Management

• Manage communication flows, invitations, confirmations, follow‑ups, and action‑item tracking across diverse teams.
• Maintain organized systems for scheduling, documentation, and information sharing.
• Draft and distribute agendas, summaries, and other supporting materials.

Cross‑Team Coordination

• Facilitate alignment across internal teams to ensure consistent messaging, preparedness, and execution of program activities.
• Support coordination with interagency partners and external stakeholders to maintain strong relationships and smooth operational workflows.

Process Improvement

• Identify opportunities to streamline coordination processes and improve operational efficiency.
• Recommend and implement tools, templates, or workflows that enhance consistency and reduce administrative burden.

Work Environment

• Hybrid schedule: Two days per week onsite in the Washington, DC office; remaining days may be remote.
• Highly collaborative, mission‑driven environment with significant interaction across internal and external partners.
• Fast‑paced setting requiring strong organization, adaptability, and attention to detail.

Apex Systems is a world-class IT services company that serves thousands of clients across the globe. When you join Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRated's Best of Staffing in Talent Satisfaction in the United States and Great Place to Work in the United Kingdom and Mexico. Apex uses a virtual recruiter as part of the application process. Click here for more details.

Apex Benefits Overview: Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our 'Welcome Packet' as well, which an Apex team member can provide.

Employee Type:

Contract

Location:

Washington, DC, US

Job Type:

Date Posted:

March 9, 2026

Pay Range:

$25 - $34 per hour

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