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Part Time Events Coordinator

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We are looking for a Part Time Events Coordinator who will help to coordinate and manage logistical and administrative tasks for events and exhibits at tradeshows for the Events & Exhibits division in support of our marketing and sales goals. We are looking for someone passionate, driven and self-motived who is willing to work on many different aspects of events and exhibits from planning through execution.

The ideal candidate will have 1-2 years of experience planning events and/or tradeshows or both, and must love to collaborate but also be disciplined enough to work independently. The candidate should have the ability to manage logistics, schedules, event/booth materials, packing and shipping, equipment, inventory, vendors, as well as financial and administrative tasks.

Multi-tasking is a must-have, as is flexibility. The ability to travel (about 20%) is required.

In this role you will support the following activities:

 Work with the marketing team to plan and execute booth layout and logistics for exhibits, tradeshows, conferences and events

 Execute events onsite by managing booth set-up and teardown, maintaining booth appearance and operations, organizing staff and handling onsite logistics and equipment

 Prepare and pack materials and equipment for events/tradeshows, and coordinate the shipping and receiving of items

 Order and ship products and prizes, and coordinate directly with recipients

 Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, giveaways, etc.

 Assist with ordering and coordination of food and beverage, audio visual, equipment, signage and other show services as needed for events and communicate directly with vendors for catering, printing, equipment rental, labor, etc.

 Reviewing and revising catering, AV, etc. BEOs and orders

 Manage and organize exhibits and events equipment, booth attire and materials in cage and maintain inventory documentation

 Conduct research on and work with vendors to secure estimates for event sites, potential tradeshow giveaways, tradeshow displays and equipment, etc.

 Assist in preparing event and tradeshow estimates, tracking expenses and preparing actuals

 Create and maintain templates and planning documentation to maximize logistics efficiency

 Assist in booking event/meeting space and making housing arrangements

Requirements:

 Associates degree or higher, preferably in Marketing or Business

 1-2 years of events or tradeshow planning/marketing experience

 Ability to travel, nights and weekends and flexibility in schedule as needed

 Proficient in Microsoft Office, specifically Excel, PowerPoint and Word

 Prior experience with marketing events

 Prior experience working with vendors in event-related areas (e.g. food and beverage, AV, electricity, internet, labor, promotional materials, etc.)

 Very strong organizational skills

 Strong attention to detail

 Excellent and clear communication skills

 Outgoing, welcoming and professional demeanor

 Ability to multi-task and responsibly prioritize in a time-sensitive environment

Preferred qualifications:

 Along with demonstrating the experience above, the ideal candidate will also be a quick problem solver, possess the ability to lift boxes of equipment/materials, and be a flexible team player that can work in a fast-paced environment under tight deadlines.

 Prior experience working in or managing a tradeshow booth

 Prior experience in negotiating hotel, meeting space, rental and events contracts

 Prior experience in managing association relationships

 Proven project management skills

Schedule:

 The position entails working in the office Monday through Friday

 During events and tradeshows that require travel and onsite work, the schedule for the week will be modified accordingly.

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