Responsibilities

• Trade Show Marketing & Logistics (70% of Focus) 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. 2. Internal Corporate Events & Email Execution (30% of Focus) 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. 3. Budgeting & Administration (Cross-Functional) Budget Tracking: Track event expenditures meticulously across both tracks, processing invoices and ensuring all events stay within their allocated budgets. Contract Administration: Assist in reviewing and organizing vendor and venue contracts, keeping track of deposit deadlines and cancellation policies. Inventory Management: Maintain organized storage of all marketing event collateral, booth graphics, and company swag.

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.
• Tools & Equipment: PC, telephone, and other office equipment

Benefits

• Benefits: We offer a competitive benefits package, including employer contributions towards health insurance, vision coverage, and 401(k) retirement savings plans. Other benefits offered include but are not limited to: 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