Events & Exhibits Coordinator

Florida League of Cities Inc•Tallahassee, FL

6d•$60,000 - $65,000•Onsite

About The Position

The Events & Exhibits Coordinator plays a key role in the planning and execution of the Florida League of Cities' Annual Conference Exhibit Hall and affiliate trade shows. This position manages exhibitor engagement, booth sales, event logistics, and operational details to ensure successful events from planning through onsite execution. In addition, the role supports the Events and Experience team with financial and administrative functions, including payment processing, recordkeeping, and event coordination. The ideal candidate is highly organized, customer-focused, and committed to delivering exceptional experiences for members, exhibitors, sponsors, and partners.

Requirements

Strong customer service and interpersonal skills, with the ability to build and maintain positive relationships with members, exhibitors, sponsors, vendors, and colleagues.
Excellent organizational skills and attention to detail, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Strong written and verbal communication skills.
Ability to coordinate event details and administrative processes while maintaining accuracy and a high level of customer service.
Ability to exercise sound judgment, professionalism, and discretion when handling confidential information and business matters.
Proficiency in Microsoft Office applications and event management or customer relationship management (CRM) systems; iMIS experience preferred.
Ability to identify challenges, develop solutions, and adapt to changing priorities while maintaining a positive participant experience.
Ability to work independently and collaboratively as part of a team.
Flexibility to travel overnight several times per year and work occasional evenings and weekends as required to support events and conferences.
Ability to sit, stand, walk, and occasionally lift up to 25 pounds to support event setup, registration, and onsite event operations.
Must maintain a valid Florida driver’s license.

Nice To Haves

Bachelor's degree from an accredited college or university in business administration, event management, hospitality, marketing, communications, or a related field preferred.
Experience coordinating events, conferences, trade shows, or related projects preferred.
Experience working with exhibitors, sponsors, registrations, or event management systems is a plus.

Responsibilities

Serve as a professional and responsive point of contact for exhibitors, sponsors, vendors, attendees, and internal stakeholders.
Coordinate the Florida League of Cities Annual Conference Exhibit Hall and affiliate trade shows, ensuring successful planning and execution.
Promote and manage exhibitor participation, including booth sales, exhibitor communications, and floor plan administration.
Build and maintain productive relationships with sponsors, exhibitors, vendors, and other partners while serving as a trusted representative of the Florida League of Cities and its affiliate organizations.
Process event registrations, sponsorship payments, and refunds accurately and in a timely manner.
Track exhibitor, sponsor, and vendor contracts, invoices, and event-related financial records for the Events & Experience team.
Assist with sponsorship fulfillment by tracking deliverables and maintaining sponsor communications.
Support the planning and delivery of conferences, meetings, and other Events & Experience initiatives.
Maintain event calendars, registration records, and other administrative systems that support event operations.
Provide onsite support during events, including exhibitor coordination and attendee assistance.
Exercise sound judgment and discretion when handling confidential information and business matters.
Contribute to a positive, collaborative, and service-focused team environment.
Perform other related duties as assigned.