Position Overview

The Event Coordinator provides event-related administrative and functional support to the entire Event Production Department including the Special Events/Exhibits, Trade Shows, and Exhibitor Services groups. The Event Coordinator must flawlessly execute all work, shop, and graphic orders; follow all department standard operating procedures, assist with exhibitor kit creation, and other details. This position must have exceptional attention to detail, the ability to analyze large volumes of information, the ability to handle tight timelines and stressful situation, and show self-initiative and leadership to ensure project success.

Key Job Responsibilities 

• Support Event Manager on mid-level shows (between 200 and 400 exhibitors).

• Collaborate with team on large scale tradeshows (400 or more).

• Create and manage travel sheets for each project.

• Assist with tracking projects in the Corporate Calendar.

• Provide graphic management assistance.

• Manage the Fire Marshal approval process for assigned projects.

• Work with the CAD Team on floorplan requests and revisions.

• Create and distribute supporting documentation for on-site teams.

• Support the Account Management team with any shipping and courier needs.

• Enter purchase orders.

• Creation and distribution of work orders, shop orders, and graphic orders as necessary.

• Serve as the out of office support to assigned Account Managers.

• Serve as event support, either in the office or on-site, as needed by Account Managers.

• Assist with the creation of Exhibitor Services Kits.

• Candidate must provide own transportation.

Job Qualifications

• Bachelor’s degree or higher in Business, Marketing, Event Planning, Communications or a related area of study or equivalent industry experience 

• 0-3 years of event production including special events and trade shows 

• Excellent customer service skills and the ability to work with cross-functional teams across many levels of management, including the executive leadership 

• Budget monitoring and management 

• Works well both independently and as a team player, both in the office and at show site with little to no supervision 

• Familiarity with web-based project management software packages 

• Fluent using the English language, along with excellent written and oral communication skills 

• Positive approach to teamwork, sales and problem solving 

• Detail oriented, strong organizational skills, and works well under pressure 

• Microsoft Office 365 experience required 

• Certified Meeting Planner certification preferred 

• Ability to pass a high-level background check 

• Job may entail working overtime during times of peak production, evenings, some weekends, or holidays as needed

• Willingness to travel (