Events & Administrative Coordinator

The Events & Administrative Coordinator is responsible for the planning, coordination and execution of a portfolio of industry trade shows, conferences, customer events, corporate meetings and other events.

This role serves as a critical member of the marketing team - ensuring that events are strategically selected, professionally managed and executed to achieve business objectives, increase brand visibility, generate leads and strengthen customer relationships. The ideal candidate is highly organized, detail-oriented and passionate about delivering exceptional event experiences and business-focused results.

This position offers a growth and promotional path for individuals who consistently demonstrate strong proactive management capabilities, ownership of event initiatives, sound business judgement, leadership potential and measurable contributions to event success.

DUTIES

Event Strategy & Planning

Research, evaluate and recommend industry trade shows, conferences and events aligned with company business objectives.

Assist in developing annual event plans, budgets, schedules and reporting mechanisms

Collaborate with sales, marketing, business development, and leadership teams to establish event objectives and participation strategies.

Event Coordination & Management

Coordinate event timelines, deadlines and speaking engagements to ensure successful execution

Manage event registrations, contracts, sponsorships, booth reservations and exhibition requirements

Coordinate shipping and logistical arrangements for event materials and properties

Serve as central point of contact for vendors, venues, show organizers and internal stakeholders

Work closely with internal creative teams and external vendors to ensure booth graphics, promotional materials, giveaways and related materials deliver on schedule

Track event expenses and assist with budget management and reconciliation

Trade Show & Exhibit Management

Maintain inventory of trade show assets, promotional items and other exhibit materials

Manage production and delivery of new trade show assets

Ensure event speaker presentations and customer experiences align with company brand standards

On-Site Event Execution & Management

Travel to support and manage select industry and company events throughout the year

Oversee and assist with booth setup, event operations, teardown and return shipping activities

Resolve issues in a professional and timely manner while maintaining exceptional attendee experiences

Serve as on-site representative of the company, interacting with internal and external parties as needed

Event Reporting & Continuous Improvement

Collect and analyze event performance metrics, including attendance, lead generation, customer engagement and return on investment (as able)

Prepare post-event reports and recommendations for future participation

Identify opportunities to improve event effectiveness, attendee engagement and operational efficiency

Support follow-up campaigns and lead management activities in coordination with Sales team

Other Administrative / Marketing Support Duties

Collaborate with Leadership, Sales and vendors to support administration, maintenance and growth of the company branded-merchandise store.

Manage expenses and expense reporting for events and other Marketing functions

Assist and support fellow Marketing team members with various tasks on an as-needed basis

QUALIFICATIONS

Bachelor's degree in Marketing, Communications, Business, Event Management, Hospitality Management, or related field.

At least 4 years of experience in B2B trade show management, corporate events or event marketing

Experience in the industrial, energy, or technology segments

Demonstrated success managing large-scale trade shows and conferences from planning through execution

Experience working with CRM systems and marketing automation tools

Familiarity with budgeting, contract negotiation, sponsorship management, expense reporting / management and exhibit logistics

Experience analyzing event performance metrics and developing recommendations to improve ROI

Proven experience coordinating cross-functional teams, vendors and event support teams

Certified Meeting Professional (CMP), Certified Special Events Professional (CSEP) or similar certification is a plus

Ability to simultaneously manage multiple events, timelines, budgets and logistics - coordinating cross-functional activities and prioritizing tasks to deliver successful events

Able to manage vendors on-site and/or physically assist with on-site exhibit set-up

Analysis capability to evaluate and report on event metrics, outcomes and potential ROI

Deadline-driven to ensure critical event milestones are achieved in a timely manner

Attention to detail for accuracy in contracts, exhibit logistics, registrations and event execution

Able to build productive relationships with vendors, event organizers and internal stakeholders

Can respond quickly and professionally to changing conditions and on-site event challenges

Assist and/or support other Marketing team members with various tasks, reports, etc as-needed