Trade Show and Event Coordinator

Are you an energetic, organized multitasker with a high level of attention to detail? Do you thrive in fast-paced environments and have a knack for on-the-fly problem-solving? If so, we have an exciting opportunity for you! We are seeking an enthusiastic and dynamic Event Coordinator to join our team. In this role, you will play a crucial role in planning, coordinating, and executing a wide range of events from industry tradeshows and conferences to social gatherings. Your ability to oversee logistics, manage budgets, and communicate effectively with stakeholders to ensure every event runs smoothly will be key to your success in this position.

What You’ll Work On

• Assist in the coordination of logistics for conferences and external events, including trade shows, customer events and any other off-site events.

• Communicate and maintain timelines and priorities for projects and events.  

• Assist with management of on-site conference logistics such as equipment, catering requirements, restaurant and conference room bookings as needed.

• Assist with creating project timelines, plans and concepts covering all aspects of event production. 

• Prepare event briefing materials (e.g., workplan, post-event debrief, communications to clients and management). 

• Under the guidance of leadership, schedule regular planning calls with event sponsors. 

• Assist with design, content and messaging for all event and presentation materials while understanding and ensuring proper brand messaging. 

• Support the event planning process via internal and external communications. 

• Maintain and update the conference database.

• Assist in collating marketing materials.

• Provide support for conference workshops and regional conferences.

• Travel to large scale conferences and provide operational support from set up to 

• Maintain bannerstand and inventory of booth supplies.  

• Ensure processing of show leads and distribute to marketing and sales force.

• Manage expenses for each event.

• Travel for site visits.

• Provide administrative support to the larger marketing team as needed.

• Adhere to the Company’s Quality Management System (QMS) as well as domestic and global quality system regulations, standards, and procedures.

• Understand relevant security, privacy and compliance principles and adhere to the regulations, standards, and procedures that are applicable to the Company.

• Ensure other members of the department follow the QMS, regulations, standards, and procedures.

• Perform other work-related duties as assigned

What You Contribute

• Bachelor’s degree in a related field with 1+ year of event planning experience, or equivalent combination of education and experience.

• Prior trade show experience strongly preferred.

• Ability to work in a fast-paced environment, with multiple and changing priorities while maintaining strong focus on execution and results.

• Strong interpersonal and collaboration skills with an ability to communicate at all levels of an organization both internally and externally.

• Excellent written and verbal communication skills, including presentation skills

• Strong organizational and planning skills

• Detail-oriented with excellent follow-up, budgeting, and time management skills

• Adept at handling multiple complex projects simultaneously under pressure to meet tight deadlines

• Must be proficient in Microsoft Office suite of products (including strong knowledge of Excel)

Working Conditions

General office and warehouse environments. Willingness and ability to work on site. Business travel up to 50% Potential exposure to blood-borne pathogens. Requires some lifting and moving of up to 25 pounds. Must be able to move between buildings and floors.  Must be able to remain stationary and use a computer or other standard office equipment, such as a printer or copy machine, for an extensive period of time each day. Must be able to read, prepare emails, and produce documents and spreadsheets. Must be able to move within the office and access file cabinets or supplies, as needed. Must be able to communicate and exchange accurate information with employees at all levels on a daily basis.  

Annual Base Salary Range:  $70,000 - $80,000 

We offer a competitive compensation package plus a benefits and equity program, when applicable. Individual total compensation will vary based on factors such as qualifications, skill level, competencies, and work location.