Exhibitor Relations & Auction Liaison

Safari Club International•San Antonio, TX

6h•Onsite

About The Position

The Exhibitor Relations & Auction Liaison serves as a key coordination role supporting both the Exhibitor Services and Auction departments. This position is responsible for managing exhibitor communications, maintaining accurate records and reporting, coordinating donation compliance activities, and supporting convention operations throughout the year. The role serves as a communication bridge between departments, ensuring exhibitor, donor, and auction information remains accurate, aligned, and up to date. This individual provides administrative, operational, and customer service support to exhibitors, donors, and internal stakeholders while assisting with convention planning and onsite event execution. The position plays an important role in delivering a seamless exhibitor and donor experience before, during, and after SCI events. This job operates in our San Antonio office. This position travels up to 25% of the time, including to the SCI annual convention, site visits, Board Meetings, and any other trade shows or events of interest to or supported by Sporting Conservation International. All applicants should demonstrate an understanding of, and commitment to, hunting as an essential part of biologically sound and ethically responsible international wildlife management. The ideal candidate will have an existing knowledge of SCI’s current programs and mission and be passionate about hunter’s rights.

Requirements

Minimum of two (2) years of experience in customer service, event coordination, sales support, administrative support, exhibitor relations, fundraising support, nonprofit operations, or a related field.
Valid driver’s license with ability to be insurable on SCI policy
Excellent customer service and interpersonal skills, with the ability to build positive relationships with exhibitors, donors, vendors, volunteers, and internal stakeholders.
Strong written and verbal communication skills, including the ability to communicate professionally and effectively with diverse audiences.
Exceptional organizational skills and attention to detail, with the ability to maintain accurate records, manage documentation, and ensure data integrity.
Ability to manage multiple priorities, meet deadlines, and adapt to changing business needs in a fast-paced environment.
Strong problem-solving skills and sound judgment, with the ability to identify issues, recommend solutions, and escalate concerns appropriately.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and the ability to learn and utilize CRM, event management, and auction-related software systems.
Ability to work independently and collaboratively across departments while maintaining confidentiality and providing professional support during conventions, events, and onsite operations.

Nice To Haves

Associate's degree in Business Administration, Communications, Event Management, Hospitality, or a related field preferred; equivalent combination of education and experience may be considered.
Experience coordinating multiple projects, deadlines, and stakeholder relationships preferred.
Experience working with CRM systems, databases, registration systems, or other business software applications preferred.
Experience supporting conferences, trade shows, conventions, auctions, fundraising events, or similar large-scale events preferred.
Experience preparing reports, maintaining records, and managing data accuracy preferred.
Any equivalent combination of education, training and/or experience that fulfills the requirements of the position will be considered.

Responsibilities

Serve as a primary point of contact for exhibitors regarding participation, event logistics, deadlines, policies, and account support.
Coordinate exhibitor contracts, payments, deposits, documentation, and account maintenance activities.
Maintain accurate exhibitor, donor, and auction records across department databases and systems.
Support exhibitor communications and engagement through phone, email, CRM platforms, and marketing resources.
Assist with exhibitor booth assignments, registrations, credentials, badges, and event readiness activities.
Prepare and maintain reports related to exhibitor participation, inventory, compliance, payments, and operational metrics.
Track exhibitor donation commitments and monitor compliance with participation requirements and deadlines.
Coordinate with exhibitors, donors, and internal teams to obtain required documentation and resolve outstanding items.
Serve as a year-round liaison between Exhibitor Services and Auction departments to ensure information accuracy and alignment.
Assist with auction donor outreach, donation tracking, inventory management, and consignor follow-up activities.
Coordinate collection and organization of auction item descriptions, photography, and donor information for promotional use.
Support convention planning, exhibitor preparation, and onsite event operations before, during, and after events.
Provide onsite exhibitor support, issue resolution, compliance monitoring, and coordination with vendors, contractors, and event staff.
Assist with post-convention fulfillment activities, including coordination of purchased auction item shipping and delivery.
Support special events, administrative projects, reporting needs, and operational initiatives for both Exhibitor Services and Auction departments as assigned.
Perform other related duties as assigned. Attend meetings, conventions, trade shows, and other events as appropriate.