Executive Assistant & Tradeshow Coordinator

C.A. Fortune•Chicago, IL

6d•$80,000 - $90,000•Hybrid

About The Position

The Executive Assistant & Tradeshow Coordinator provides high-level administrative and logistical support to 2 members of the Executive Leadership Team while also leading the coordination and execution of company tradeshow participation across key industry events. This dual-function role ensures seamless executive operations, effective time management, and professional representation of the company at client- and industry-facing events.

Requirements

5+ years of executive or admin support experience
Experience with events/ tradeshow coordination
Demonstrate a high level of confidentiality is required
Office & Outlook proficiency
Proficient in Excel, PowerPoint, Word
Experience supporting multiple executives
Experience managing travel coordination for large groups
Effective communicator
A demonstrated competency in multi-tasking and problem-solving with focus on meeting deadlines
Extremely organized and detail-oriented

Responsibilities

Provide proactive calendar and scheduling management for assigned executives, ensuring alignment with priorities and minimizing conflicts.
Coordinate travel arrangements, itineraries, and expense reports – balancing cost, time and convenience
Anticipate needs – both operational and personal before they are voiced ensuring the executive is prepared and give time back to the business
Client meeting, calendar management, proactive needs of the dedicated teams (ex: client holiday gifts, client/internal meeting coordination, booking and coordinating client dinners/entertainment, etc.)
Prepare correspondence, meeting agendas, and presentation materials; take and distribute meeting notes and follow-up actions.
Serve as a liaison between executives and internal/external stakeholders, maintaining professionalism and confidentiality.
Support special projects, company communications, and event logistics as assigned.
Plan, organize, and execute company presence at industry tradeshows and events in partnership with Corporate Marketing, Sales, and Client Service teams.
Manage hotel room blocks, travel logistics, exhibitor and attendee registrations, and shipment coordination for all show participants.
Develop and maintain show rosters, event briefing documents, and on-site contact lists.
Coordinate with event organizers, vendors, and internal stakeholders to ensure smooth pre-show planning, on-site execution, and post-show follow-up.
Track budgets, vendor invoices, and expense reconciliation related to tradeshows in partnership with Finance. Partnering with ELT to determine core attendees.
Owner of corporate tradeshow playbook & all pre show planning calls
Maintain an annual tradeshow calendar and support strategic event planning cycles
Partner with Corp Marketing to ensure employees uphold C.A. brand when in attendance and ensure sponsorship support
Ex – Swag ordering and coordination, shopping of all tradeshow materials, facilitate all IT needs and meeting rooms