Conventions Coordinator

Vertical Aviation International, Inc.•Alexandria, VA

2d•Hybrid

About The Position

We are seeking a highly organized and detail-oriented Conventions Coordinator to support the planning and execution of meetings, conventions, and events. This role plays a key part in ensuring seamless logistics, providing administrative support, and delivering a high-quality experience for attendees, exhibitors, and internal stakeholders.

Requirements

Bachelor’s degree in a related field preferred
0–2 years of experience in hospitality, events, or conventions
Strong written and verbal communication skills with a customer-service focus
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Excellent organizational skills with strong attention to detail
Ability to manage multiple priorities and meet deadlines
Self-motivated and able to work both independently and collaboratively
Ability to work onsite at headquarters as needed
Ability to travel approximately 5%

Responsibilities

Provide logistical and administrative support for meetings, conventions, and events
Assist with day-to-day operations related to event planning and execution
Support exhibitor meeting room coordination and request tracking
Provide onsite and pre-event support, including logistics coordination
Respond to attendee and exhibitor inquiries via phone and email
Assist with website updates and event-related content management
Perform data entry and support event-related tools, including chatbot updates and testing
Prepare and organize event materials, documents, and reports
Track action items and support project timelines to ensure deadlines are met
Coordinate shipping, inventory management, and event supplies
Provide general administrative support, including calendar management, file organization, and correspondence
Take meeting minutes and assist with follow-up on action items