Tradeshow/Event/Meeting Coordinator

Role Summary

The Tradeshow/Event/Meeting Coordinator supports the planning, coordination, and execution of live, virtual, and hybrid events. This role requires strong organizational and communication skills, with a focus on logistics, vendor coordination, and attendee experience. The ideal candidate thrives in fast-paced environments and collaborates across cross-functional teams to deliver creative, precise events. A remote opportunity is possible, with locations in Quincy, IL and Teaneck, NJ.

Responsibilities

• Event Planning Support: Assist in developing event goals, themes, and formats in collaboration with internal stakeholders. Contribute ideas based on industry trends and audience insights.
• Project Coordination: Maintain project timelines, task lists, and status updates. Support the execution of event plans and ensure deliverables are met on schedule.
• Venue & Logistics Coordination: Research and recommend venues, coordinate site visits, and assist with logistics such as catering, audio-visual needs, décor, transportation, and accommodations.
• Vendor Liaison: Communicate with vendors and service providers to gather quotes, confirm bookings, and ensure timely delivery of services.
• Budget Tracking: Support budget development and tracking. Process invoices and monitor expenses to ensure alignment with financial goals.
• Marketing & Communications Support: Collaborate with marketing teams to assist in promotional efforts, including email campaigns, social media, and printed materials.
• Registration & Attendee Services: Manage registration platforms, maintain attendee lists, and support check-in processes to ensure a smooth experience.
• Speaker & Program Coordination: Assist with speaker outreach, scheduling, and session logistics. Help prepare materials and coordinate program details.
• On-Site & Virtual Support: Provide on-site assistance during events, including setup, staff coordination, and troubleshooting. For virtual events, help manage platforms and participant engagement tools.
• Compliance & Risk Awareness: Support the development of contingency plans and ensure events meet health, safety, and accessibility standards.
• Post-Event Wrap-Up: Collect feedback, assist in analyzing event outcomes, and contribute to post-event reports and recommendations.

Qualifications

• Required: Bachelor’s degree in Event Management, Hospitality, Marketing, Communications, or related field; or equivalent experience.
• Required: 1–2 years of experience supporting events, tradeshows, or meetings.
• Required: Familiarity with event management software (e.g., Cvent, Eventbrite, Splash, Exhibit Day) and Microsoft Office Suite.
• Required: Strong communication and organizational skills; ability to manage multiple tasks and deadlines; detail-oriented with a proactive mindset.
• Required: Willingness to work evenings, weekends, and travel as needed.
• Preferred: Certifications such as CMP, CSEP, or DES; experience with virtual event platforms and technology; familiarity with design tools and social media platforms; multilingual or international event experience.

Skills

• Team Collaboration: Works effectively with internal teams, vendors, and stakeholders.
• Customer Service: Prioritizes attendee satisfaction and client needs.
• Adaptability: Responds calmly and resourcefully to changing circumstances.
• Attention to Detail: Ensures accuracy and quality in all aspects of event coordination.
• Analytical Thinking: Supports data-driven decisions and continuous improvement.

Education

• Bachelor’s degree in Event Management, Hospitality, Marketing, Communications, or related field; or equivalent experience.

Additional Requirements

• Fast-paced, deadline-driven environment with occasional extended hours.
• Travel may be required for site visits and event support.
• Physical activity may include lifting materials and standing for long periods.