Coordinator, Exhibit and Sponsorship Operations
Quick Apply 16 hours ago Full Job Description Meetings and Corporate Development Business Unit Exempt REPORTING STRUCTURE The Coordinator, Exhibit and Sponsorship Operations reports to the Senior Manager, Exhibits and Sponsorship Operations QUALIFICATIONS Bachelor's or Associate degree and at least 2
years of relevant work experience preferred.
Past association management experience and proven experience working with healthcare professionals, scientific or medical meetings a plus.
Fundamental knowledge of association tradeshow operations.
Experience with exhibitor and registration software programs; experience with Cadmium and iMIS a plus.
Computer proficiency in Microsoft Office Suite.
Excellent customer service, problem-solving and organizational skills with ability to work independently as well as part of a team are expected.
Excellent written and verbal communication skills required.
KEY RESPONSIBILITIES Manage communications with new and existing exhibitors Prepare/finalize exhibition contracts for annual meetings Work with the Senior Manager of Sponsorship Operations and the general services contractor to produce the Exhibitor Service Kit, distribute the kit to exhibitors, and field follow up questions.
Communicate contract and payment deadlines with exhibitors.
Follow up with exhibitors who do not meet deadlines.
Serve as the exhibitor registration liaison to the registration company.
Coordinate with AAO-HNS meetings team to provide information on all exhibitors including contact information, comp registration, etc.
Basic accounting.
Coordinating with Finance and Accounting on accounts receivable.
Preparing regular invoices for all outstanding payments.
Assist in the development of exhibitor rules/regulations, policies/guidelines, and program specific official forms and documentation for multiple years in various cities across U.
S.
Updating sales tracking document on a regular basis to be shared internally with other departments.
Coordinate with Senior Manager Exhibit Operations on booth floorplan design, show floor assignments, and develop excellent exhibitor relationships.
Coordination with Communications and Marketing for all marketing campaigns and strategies for exhibitions.
Produce exhibit program reporting data to include percent sold, heat maps, etc.
Creation and collection of post-event exhibitor and sponsor survey Cultivate a climate of business trust and partnership to ensure continued and long-term viability of the major meetings by timely response to all emails, phone calls, etc.
Travel to major meetings where necessary, to support Show Management with onsite exhibitor care and assisting front line registration team; help with training and support temp staff in on-site applicable registration and exhibit program procedures.
Work to positively resolve exhibitor and member questions.
Provide office operations support; aid in planning new or unanticipated events as the need arises.
Generate correspondence, and a variety of other documents as needed.
Consistently demonstrate courteous, cooperative, and helpful behavior to all contacts, internal and external Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally, either orally or in writing TRAVEL REQUIREMENTS Approximately 10% travel will be required.
7-10 days out-of-town travel for Annual Meeting plus site visits to future meeting destinations.
Please submit your resume, cover letter and salary, expectations through one of the following options:
Email:
Attach a Word document or copy and paste your cover letter and resume and send to employment@entnet.
org.
Mail:
AAO-HNSF, 1650 Diagonal Road, VA 22314-2857 Attention:
Human Resources Fax:
1-703-683-5100 Quick Apply.
Estimated Salary: $20 to $28 per hour based on qualifications.
years of relevant work experience preferred.
Past association management experience and proven experience working with healthcare professionals, scientific or medical meetings a plus.
Fundamental knowledge of association tradeshow operations.
Experience with exhibitor and registration software programs; experience with Cadmium and iMIS a plus.
Computer proficiency in Microsoft Office Suite.
Excellent customer service, problem-solving and organizational skills with ability to work independently as well as part of a team are expected.
Excellent written and verbal communication skills required.
KEY RESPONSIBILITIES Manage communications with new and existing exhibitors Prepare/finalize exhibition contracts for annual meetings Work with the Senior Manager of Sponsorship Operations and the general services contractor to produce the Exhibitor Service Kit, distribute the kit to exhibitors, and field follow up questions.
Communicate contract and payment deadlines with exhibitors.
Follow up with exhibitors who do not meet deadlines.
Serve as the exhibitor registration liaison to the registration company.
Coordinate with AAO-HNS meetings team to provide information on all exhibitors including contact information, comp registration, etc.
Basic accounting.
Coordinating with Finance and Accounting on accounts receivable.
Preparing regular invoices for all outstanding payments.
Assist in the development of exhibitor rules/regulations, policies/guidelines, and program specific official forms and documentation for multiple years in various cities across U.
S.
Updating sales tracking document on a regular basis to be shared internally with other departments.
Coordinate with Senior Manager Exhibit Operations on booth floorplan design, show floor assignments, and develop excellent exhibitor relationships.
Coordination with Communications and Marketing for all marketing campaigns and strategies for exhibitions.
Produce exhibit program reporting data to include percent sold, heat maps, etc.
Creation and collection of post-event exhibitor and sponsor survey Cultivate a climate of business trust and partnership to ensure continued and long-term viability of the major meetings by timely response to all emails, phone calls, etc.
Travel to major meetings where necessary, to support Show Management with onsite exhibitor care and assisting front line registration team; help with training and support temp staff in on-site applicable registration and exhibit program procedures.
Work to positively resolve exhibitor and member questions.
Provide office operations support; aid in planning new or unanticipated events as the need arises.
Generate correspondence, and a variety of other documents as needed.
Consistently demonstrate courteous, cooperative, and helpful behavior to all contacts, internal and external Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally, either orally or in writing TRAVEL REQUIREMENTS Approximately 10% travel will be required.
7-10 days out-of-town travel for Annual Meeting plus site visits to future meeting destinations.
Please submit your resume, cover letter and salary, expectations through one of the following options:
Email:
Attach a Word document or copy and paste your cover letter and resume and send to employment@entnet.
org.
Mail:
AAO-HNSF, 1650 Diagonal Road, VA 22314-2857 Attention:
Human Resources Fax:
1-703-683-5100 Quick Apply.
Estimated Salary: $20 to $28 per hour based on qualifications.
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