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