Title: Meeting Coordinator Type: full-time Salary: $80,000/year Location: Remote, based near a major US airport. Preference given to candidates in the San Francisco Bay Area, CA. ORGANIZATIONAL OVERVIEW Founded in 1987, Biodiversity Funders Group (BFG) is a professional association of environmental, conservation, and climate and energy grantmakers. Our vision is a just, healthy, and sustainable future for all life on Earth, supported by an effective philanthropic sector. To achieve that, we cultivate and support a community of biodiversity grantmakers to pursue complementary and collaborative strategies. A significant part of our annual programming includes in-person multi-day meetings and other gatherings in locations around the US. KEY RESPONSIBILITIES The primary role of the Meeting Coordinator is to serve as the lead logistics staff for BFG’s in-person member events. The Meeting Coordinator will organize all logistical arrangements for at least eight multi-day meetings per year, and more limited support for two or three additional gatherings. The Meeting Coordinator is supervised by the Senior Program Manager, while partnering with relevant program staff on some BFG events. Proposed tasks: Coordinate all onsite logistics for eight or more meetings per year, including: ● Work with BFG’s meeting broker to secure suitable location 12-24 months prior to the event ● Negotiate catering and other contracts related to meetings and related side events ● Identify local vendors and event space rentals, as necessary ● Serve as primary contact with hotel, A/V, and other onsite vendors ● Manage event budgets, including expense tracking and staying within budget, handling contract payments, and invoices, etc. ● Provide logistical support for field trips and related offsite events, including securing transportation ● Set up and manage the event platform and support the speakers and moderators leading up to and during the meeting ● Coordinate speaker logistics including travel and lodging, as needed, including tracking expenses and securing reimbursements, and managing speaker presentations and logistical communications. ● Develop and maintain meeting communication materials including but not limited to event website, attendee lists, logistical emails to participants and speakers ● Coordinate overall logistics schedule, communications, registration, and A/V with assigned staff, and maintain, update, and distribute each event’s production sheet, including a detailed run of show and other tracking tools, ensuring that key deadlines are met ● Serve as onsite event coordinator with BFG staff and contractors leading up to and during the meeting, resolving any unexpected issues, and ensuring seamless event execution MINIMUM QUALIFICATIONS ● Familiarity working with nonprofits and in small offices. Experience working for national coalitions or membership organizations is desirable. ● At least two years of experience managing logistics for multi-day nonprofit events. Experience with the philanthropic sector is a plus. ● Well-developed understanding of conference planning, vendor management, site selection, and catering ● Demonstrated project management skills, with an ability to anticipate, prioritize, and manage multiple projects at one time ● Skilled listener and communicator, able to work independently as part of a fully remote staff ● Strong interpersonal skills and ability to have multiple balls in the air while maintaining calm ● Proven ability to work across multiple internal teams, and comfortable with being accountable to staff colleagues on specific projects as needed ● Commitment to upholding BFG’s values and vision, including fostering equity and inclusion in all aspects of our work ● Experience working with individual donors or foundation staff ● Proficiency in Mailchimp, Canva, Zoom, Excel, Google Suite, and event-hosting platforms ● Experience working with databases; familiarity with Salesforce a plus ● Familiarity with communications strategy and basic design skills for digital communications is a plus. ● Ability to travel as many as eight to ten times a year, for several days at a time, occasionally internationally ● Valid driver’s license and ability to drive rental vehicles ● San Francisco Bay Area, CA candidates are given preference The above statements are not intended to encompass all functions and qualifications of the position; they are intended to provide a general framework of the requirements of the position. Job incumbents may be required to perform other functions not specifically addressed in this description. COMPENSATION: This is a full-time position. BFG offers an excellent benefits package. Starting annual salary is $80,000. HOW TO APPLY: Interested candidates should email, as a single PDF, a resume and a cover letter to jobs@biodiversityfunders.org. Please reference Meeting Coordinator in the subject line. APPLICATION DEADLINE: Due Friday, November 14, 2025. No phone inquiries or other attempts to reach individual BFG board or staff members, please. All complete applications will be acknowledged during the search process. The Biodiversity Funders Group is an Equal Opportunity Employer and does not discriminate on the basis of gender, gender identity, sexual orientation, age, religion, race or disability. BFG’s commitment to diversity and inclusion is based upon our belief that the best organizations are composed of individuals who bring a variety of skills, perspectives, backgrounds, and resources to address complex and strategic challenges.