Convention Operations Coordinator

NADA•Mclean, VA

3d•$60,000 - $68,000•Hybrid

About The Position

The National Automobile Dealers Association (NADA) is seeking a Convention Operations Coordinator to support the planning and execution of the NADA Show and other NADA meetings and events. This role requires a highly organized, detail-oriented individual who can manage multiple moving pieces of a major event and ensure smooth operations. It is a full-time, onsite position Monday through Thursday, with the option for remote work on Fridays. The role also involves domestic travel (up to 10%) for the NADA Show, including weekday and weekend travel, and occasional work outside regular business hours leading up to and during events.

Requirements

Bachelor’s degree or an equivalent combination of relevant education and work experience.
Minimum 2–3 years of progressively responsible experience supporting conferences, meetings, events, or convention operations.
Strong organizational skills with the ability to manage multiple priorities, deadlines, and projects while maintaining close attention to detail.
Excellent written and verbal communication skills and the ability to work effectively with speakers, vendors, colleagues, and other stakeholders.
Experience supporting budget tracking, expense monitoring, and invoice reconciliation.
Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
Experience with event management systems or the ability to quickly learn new event technology and platforms.
Strong relationship-building and collaboration skills with a willingness to jump in and support the team where needed.
Ability to maintain confidentiality and handle sensitive information appropriately.
Ability to travel domestically, including weekday and weekend travel, and work a flexible schedule during meetings and events.

Nice To Haves

Experience with Map Your Show, Envision, and/or Airtable is a plus.

Responsibilities

Support the planning and execution of NADA Show operations, including event timelines, master schedules, budgets, site visits, shipments, contracts, invoices, and vendor records.
Coordinate speaker logistics and communications, including maintaining speaker information, tracking presentations and materials, supporting the call for speakers process, and coordinating workshop signage.
Help manage onsite Show operations, including the Show Management Office, Information Booths, Power Lounges, TIME Dealer of the Year Display, and Speaker Ready Room.
Maintain and update NADA Show mobile app and website content to ensure event, logistical, and programming information is accurate and up to date.
Coordinate with Show team on mobile app updates and notifications while onsite.
Support sponsorship fulfillment by tracking sponsorship commitments and coordinating fulfillment requirements with the Sponsorship team, vendors, and other partners.
Collaborate with Marketing on NADA Show education materials and the program directory, including gathering content and logistical information and keeping production timelines on track.
Support Show logistics, including staff guides and FAQs, travel and transportation information, onsite temporary staff coordination, and convention center materials.
Assist with budget tracking, expense monitoring, invoice reconciliation, direct bill applications, and other administrative functions related to convention operations.
Work closely with the Meetings & Conventions team, other NADA departments, vendors, and internal stakeholders to help ensure events are well organized and successfully executed.