Responsibilities

• End-to-End Logistics: Coordinate the shipping of booth assets, shipping/handling, rigging, electrical, and AV setups while strictly adhering to venue and union guidelines.
• Vendor Coordination: Serve as the primary point of contact for booth builders, printers, exhibit houses, and promotional swag vendors.
• Booth Experience & Branding: Assist in designing the physical booth layout, ordering promotional items, and ensuring all signage is on-brand and up-to-date.
• Staffing & Travel Management: Manage hotel room blocks and on-site schedules for executives and sales teams attending the shows.
• Lead & Marketing Support: Work with the marketing team to execute pre-show promotional campaigns and ensure post-show leads are promptly routed to the sales team.
• Internal Email Deployment: Own the technical setup, formatting, and scheduling of all internal event emails (save-the-dates, official invitations, reminders, and post-event recaps) within Outlook using approved assets provided by leadership.
• List & RSVP Management: Maintain and track RSVP data, manage registration caps, and provide regular attendance updates to stakeholders.
• Company Culture Initiatives: Concept, plan, and execute employee-facing events including holiday parties, summer outings, milestone celebrations, and team-building activities.
• Corporate Meetings: Manage logistics for key internal meetings such as town halls, and executive board meetings (including AV setup, catering, and on-site coordination).
• Venue & Vendor Sourcing: Scout and book off-site locations, manage catering menus, and source internal corporate gifts.

Requirements

• Experience: 2-3 years of experience in event planning, corporate meeting coordination, marketing logistics, or administrative support.
• Organization: Elite project management skills; you are someone who lives for checklists and never lets a detail slip through the cracks.
• Communication & Execution: Exceptional interpersonal skills; comfort collaborating with cross-functional teams to gather provided communication content and execute campaigns exactly to specification.
• Problem-Solving: A "cool under pressure" attitude; you are a proactive problem solver when unexpected event-day challenges arise.
• Tech Savvy: Proficiency with Microsoft Office, project management tools (Asana), and experience setting up templates and managing lists within email marketing/CRM platforms (HubSpot).
• Travel: Willingness to travel up to 10% to manage on-site execution at major trade shows.
• Physical Requirements: While performing the duties of this job, candidates will be required to sit and walk around; use hands to finger, handle or feel objects, tools, or controls (some repetitive motion); and talk or hear. Also, occasionally will be required to stand, walk, reach with hands and arms, bend, stoop, kneel, and crouch and lift and/or move up to 40 pounds. Specific vision abilities required by this job include some close vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits

• Dental insurance
• Life/AD&D insurance
• Worksite Voluntary Plans (Accident, Critical Illness, Hospital Indemnity insurance)
• Flexible Spending Accounts
• Health Savings Account
• PTO policy
• 10 Paid Holidays per year