Exhibit Operations Specialist

GBTA•Alexandria, VA

4d•Remote

About The Position

The Exhibit Operations Specialist is responsible for exhibit fulfillment, reporting to all departments, controlling exhibit products, and managing exhibit operations systems. The role supports global events by coordinating exhibitor deliverables, maintaining exhibitor records and floor plans, assisting with marketing materials and event logistics, guiding exhibitors through event processes, and managing invoicing. The position works with internal departments—including Sales Operations, Finance, Marketing, and Meetings—and with external contractors. It is a remote role with travel of up to 15% based on organizational needs, potentially including the Annual Convention, GBTA-related events, and meetings. Applicants must be authorized to work in the United States and currently reside in one of the states listed in the posting. Offers are contingent on successful background and professional reference checks.

Requirements

Bachelor’s degree in marketing, project management, or a related field.
At least 2–3 years of marketing, sales operations, or business development experience.
Strong working knowledge of exhibit show mapping systems such as ExpoFP, Map Your Show, or Expocad.
Strong working knowledge of Salesforce or similar CRMs.
Strong working knowledge of Cvent.
Working knowledge of Microsoft Office products, including strong PowerPoint skills.
Detail-oriented and highly organized, with strong oral and written communication skills.
Self-motivated and proactive, able to work independently in a remote environment and thrive in a fast-paced environment.
Focus on team success and cross-team collaboration.
Ability to work varying hours to accommodate event needs and global time differences, potentially including evenings and weekends.
Must be authorized to work in the United States and currently reside in one of the listed eligible states.

Nice To Haves

Certified in Exhibition Management (CEM) designation through the International Association of Exhibitions and Events (IAEE); preferred but not required.
Salesforce certifications.
Multilingual.

Responsibilities

Coordinate exhibit deliverables for events with the Sales Operations fulfillment team and support Sponsorship Fulfillment, including serving as backup to the Fulfillment team when needed.
Respond to exhibit requests and exhibitor agreements and invoices, and generate reports.
Execute the fulfillment process after booth sales, including sending exhibitor confirmations with details and deadlines and monitoring comp allotments and codes.
Manage the expo database by updating exhibitor contacts and records, and update the expo floor plan on the website as needed.
Manage approval and tracking of expo booth support badges, including show mapping counts and review of event-team Jotforms.
Work with the head of exhibits and Marketing to develop, edit, and produce exhibitor service manuals, the Exhibitor Prospectus, and marketing materials for global expos.
Develop and maintain floor plans for five global expos using the show mapping system, and coordinate floor plan updates and expo logistics with the general service contractor, including signage, business lounges, exhibitor-appointed contractor paperwork, and fire marshal approvals.
Coordinate with the Meetings department on housing and registration processes and deadlines.
Guide exhibitors through the Appointment tool process by answering questions and supporting communications.
Assist with booth design requests, enforcement of IAEE rules and regulations, the priority points process, and expo selection center details as needed.
Coordinate exhibitor move-in, move-out, and operational requirements with internal teams and external contractors.
Identify and upsell additional expo opportunities to exhibitors, and manage turnkey booth add-ons from selection through fulfillment.
Create invoices in Salesforce and ExpoFP, and manage invoice distribution, tracking, and administration.
Partner with Finance and Sales to collect and audit outstanding invoices.
Perform other duties as assigned.