Event Project Coordinator

To Apply: Send resume to debbie.edgar@nwfa.org

Position:            Event Project Coordinator

Status:                Non-Exempt

Reports to:        Meeting & Trade Show Director

Summary

A Event Project Coordinator manages administrative tasks for the project manager and team members to keep projects running smoothly. This may include ordering equipment and supplies, managing deadlines and workflow, and scheduling meetings and appointments.

Primary Responsibilities

Annual Convention:

·        Answer convention phone line and assist customers.

·        Manage event emails, review, and respond.

·        Manage updates in multiple CRM systems.

·        Assist Director with convention project timeline, manage meeting notes and action item distribution.

·        Assist convention exhibitors with access to exhibitor portal, company profile, exhibit staff registration, vendor information, and booth payments.

·        Assist convention attendees with registration and housing questions.

·        Manage the collection of exhibitor Certificate of Insurance (COIs).

·        Manage the Visa letter process for all international exhibitors/attendees as requested.

·        Serve as primary beta-tester for registration and housing systems.

·        Assist Director with convention sponsorship fulfillment.

·        Assist Director with all convention signage tracking.

·        Manage exhibitor thank you gifts, assemble, and distribute.

·        Manage the organization of all convention materials before, during, and post event.

·        Assist Director with distribution of sponsor thank you gifts post-convention.

·        Assist Director with online sponsor gallery.

Membership

·        Assist Membership with phone calls, data entry, and annual renewals post-convention.

·        Assist Membership with management of NWFA materials housed at fulfillment center.

Industry Event/Trade Show/Sales

·        Maintain and coordinate a timeline and workflow for each event, meeting show deadlines, planning and effective event coordination across the association.

Facilitate and expedite all booth assets, equipment, and marketing materials for events and sales team.
·        Coordinate & manage all paperwork related to the trade shows, such as show services, insurance certificates, food, and beverage.

·        Assist Sales Team with the prospecting for new advertisers and exhibitors.

Leverage subject matter expertise from Sales Team to help determine the best events to attend based on company goals.
Inventory management/shipping/receiving trade show equipment.
·        Audit all incoming trade show materials and invoices or purchase orders for review by responsible parties.

Qualifications

·        High school diploma required

·        Associate degree preferred

·        Minimum of two (2) years employment with an association or small company

·        Demonstrated ability to communicate effectively, both verbally and in writing

·        Works effectively with management, colleagues, and executives

·        Strong attention to detail and organizational skills

·        Ability to multi-task

·        Ability to conduct research

·        Strong Microsoft Office and CRM skills

·        Ability to move / lift boxes weighing up to 25 lbs

To Apply: Send resume to debbie.edgar@nwfa.org