Admin Coordinator LOA & Grant Support

Job Description

Administrative Coordinator LOA & Grant Support

Hybrid WFH in Reston, VA 22030 Currently – 2 days in office – 3 days remote

SPARGO, Inc. is a full-service event management company, offering a suite of services that support the production of trade shows, conventions, conferences, symposiums, and seminars.

Benefits

Casual Work Environment

100% Company Paid Medical (choice of 3 plans), Dental and Vision for Employee

Available FSA or HSA account

100% Company paid Basic Term Life and AD&D Insurance

100% Company paid Long Term Disability Insurance

AFLAC is Available

401(k) Plan

Paid Sick and Vacation Leave

Summary

The Administrative Coordinator, LOA & Grant Support, is responsible for managing the full lifecycle of **Letters of Agreement (LOAs)** for medical conferences, ensuring timely issuance, collection, tracking, and compliance documentation for all exhibiting and sponsoring companies. This role also supports the sales team by completing and submitting **exhibitor funded grant applications** through sponsor specific grant and giving portals. This position is critical to maintaining compliance with industry standards (ACCME, AMA, PhRMA, AdvaMed) and ensuring accurate, timely documentation for all commercial support activities.

Key Responsibilities

LOA Management (Primary Function)

Generate, issue, and track **Letters of Agreement** for all exhibitors, sponsors, product theaters, and commercial supporters.

Maintain an organized LOA workflow, including version control, signature collection, and status reporting.

Ensure all LOAs contain accurate inventory details, pricing, deliverables, and compliance language.

Follow up with companies to secure timely execution of LOAs prior to deadlines.

Maintain a centralized LOA database and archive for audit and reconciliation purposes.

Coordinate with internal teams (education, finance, operations) to ensure LOA requirements are met.

Verify that all executed LOAs comply with ACCME, AMA, PhRMA, AdvaMed, and event specific policies.

Grant & Funding Portal Support

Work closely with the sales team to complete **exhibitor funded grant applications** for sponsorships, product theaters, and other commercial support opportunities.

Navigate and manage submissions in **grant/giving portals unique to each sponsoring company**.

Gather required documentation (W 9s, budgets, needs statements, agendas, etc.) for each submission.

Track submission deadlines, approval timelines, and required follow up actions.

Maintain accurate records of all grant submissions, statuses, and outcomes.

Assist with post event reconciliation documentation when required by grant terms.

Administrative & Sales Support

Provide administrative support to the exhibits and sponsorship sales team, including contract preparation, data entry, and CRM updates.

Respond to exhibitor and sponsor inquiries regarding LOAs, grant requirements, and compliance documentation.

Qualifications

2–4 years of administrative, project coordination, or compliance related experience; experience in medical conferences or healthcare associations preferred.

Strong understanding of (or willingness to learn) ACCME, AMA, PhRMA, and AdvaMed guidelines.

Exceptional attention to detail and accuracy in documentation.

Ability to manage multiple deadlines and track high volumes of documents.

Strong communication skills and professional customer service orientation.

Proficiency with Microsoft Office, CRM systems, and online portals.

Ability to work collaboratively with sales, education, finance, and operations teams.ls

Key Competencies

Highly organized and process driven.

Strong follow through and deadline management.

Comfortable navigating multiple online systems and portals.

Professional communication with external partners.

Ability to maintain confidentiality and compliance integrity.

Problem solving mindset with a service oriented approach.

No travel required.

Full-time

Hybrid remote