The Coordinator, Exhibits & Sponsorships Fulfillment supports the Corporate Engagement department with sales functions and operational needs while providing top-notch customer service and fulfilling contractual obligations to exhibitors and sponsors.

Required Skills

·       Under the oversight of the Senior Manager, Exhibits & Sponsorships, provide customer service to exhibitors and sponsors for select meetings including operations, registration, and housing

·        Responsible for acquiring company logos and images for use in directories, presentations, signage, and meeting websites

·        Compile exhibitor and sponsor directory information for websites, printed programs, and the mobile app

·        Update exhibit and sponsorship sections of meeting websites

·        Create and send regular emailed communications to exhibitors and sponsors ahead of meetings

·        Conduct detailed breakdown of industry rosters and list comparisons

·        Research contact information for companies and add to iMIS database

·        Track outstanding receivables and work with supervisor and accounting department to collect balances due

·        Contracting and delivering corporate member and partner deliverables

·        Assist in administering the exhibitor priority period sales process and maintaining of floor plans for assigned shows, keeping accurate records of all space assignments and booth sizes

·        Create and send exhibitor and sponsor surveys and record feedback

·        Perform weekly quality control checks of booths, square footage, floor plans, revenue, sponsor opportunities, and exhibitor and sponsor data on the mobile app

·        Interact with general service contractors and other vendors regarding exhibitor lists, records, space assignments, special requirements, etc.

·        Packing for meetings

·        Ensure advertising insertion orders are fulfilled and correct ads are placed for bimonthly magazine, e-newsletter, and AAAE.org

·        Contact advertisers to collect artwork

·        Compile information for advertising invoicing, including print and digital

·        Track advertising in industry publications

·        Provide general support tasks as assigned, including but not limited to collating materials for mailings, copying, filing/updating hard copy files

·        Perform other related duties and assignments as required

Required Experience

·        Four-year college degree in a related field preferred, though experience is considered in lieu of a related degree

·        Previous event management experience (preferably within associations), or at least one year of office/administrative experience in a trade show or convention planning support role

·        Strong organizational skills and attention to detail, with the ability to establish priorities and meet deadlines in a fast-paced environment

·        Excellent communication skills (both verbal and written) and the ability to build effective working relationships with staff and members

·        Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with Windows-based software, including graphics

·        Self-motivated, results-driven, and adaptable to changing circumstances and shifting priorities

·        Positive, solution-oriented attitude with strong time management and problem-solving abilities

·       Working knowledge of CRM/event software (e.g., HubSpot, eShow, iMIS) is a plus