Exhibit Operations Specialist
About The Position
The Exhibit Operations Specialist is responsible for exhibit fulfillment, reporting to all departments, controlling exhibit products, and managing exhibit operations systems. This remote role supports GBTA events and global expos, partnering with internal teams, exhibitors, and external contractors to deliver exhibit operations and fulfillment. The position also manages invoicing and supports revenue growth through additional exhibit opportunities. Travel may be required up to 15%, based on organizational needs, including possible travel to the Annual Convention, GBTA-related events, and meetings. GBTA describes its culture as collaborative, innovative, adaptable, globally diverse, respectful, and empathetic. The organization emphasizes teamwork, inclusion, and creating a more sustainable future while supporting a balanced work and life environment.
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 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, comfortable working independently in a remote environment and thriving in a fast-paced environment.
- Focus on team success and cross-team collaboration.
- Ability to work varying hours to meet event needs and accommodate global time differences, potentially including evenings and weekends.
- Must be authorized to work in the United States.
- Must currently reside in an eligible state: AZ, CA, DC, FL, GA, IL, IN, MA, MI, MN, MD, NC, NJ, NY, PA, SC, TX, UT, VA, or WA.
- Employment offer is contingent on successful background and professional reference checks.
Nice To Haves
- Certified in Exhibition Management (CEM) designation through IAEE; preferred but not required.
- Salesforce certifications.
- Multilingual skills.
Responsibilities
- Manage exhibit deliverables for events and partner with the sales operations fulfillment team; support sponsorship fulfillment and back up the fulfillment team when needed.
- Respond to exhibit requests, 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 expo database records and exhibitor contacts, and update the expo floor plan on the website as needed.
- Manage approval and tracking of expo booth support badges, including tracking in the show mapping system and reviewing event-team Jotforms.
- Work with the head of exhibits and marketing team to develop, edit, and produce exhibitor service manuals, exhibitor prospectuses, and marketing materials for global expos.
- Develop and maintain floor plans for five global expos using the show mapping system, and coordinate 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 and answer questions about its use and related communications.
- Assist with booth design requests, enforcing 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 the turnkey booth add-on process from selection through fulfillment.
- Create invoices using Salesforce and ExpoFP, and manage invoice distribution, tracking, and administration.
- Work with Finance and Sales teams to collect and audit outstanding invoices.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
