Part-time Exhibits & Sponsorships Coordinator
About The Position
This position will start as part-time with the potential to become full-time permanent. Provide part-time administrative and operational support for the NDIA Exhibits & Sponsorships Team in the planning, coordination, and execution of multiple conferences, exhibitions, and sponsorship programs. This position assists with exhibitor and sponsor management, booth sales administration, customer service, and database management to support successful event execution. This position will work across several conferences simultaneously and collaborate closely with meeting planners and internal staff.
Requirements
- Proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook.
- Ability to work independently while collaborating effectively with a small team in a fast-paced environment.
Nice To Haves
- Experience supporting conferences, trade shows, exhibitions, or association events.
- Familiarity with exhibit booth sales, floor plans, sponsorship administration, or exhibitor services.
- Experience with the A2Z event management platform strongly preferred.
- Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
- Excellent written and verbal communication skills.
Responsibilities
- Provide day-to-day administrative and operational support for multiple conferences, exhibitions, and sponsorship programs simultaneously.
- Assist with exhibit booth sales administration, exhibitor registration, sponsorship fulfillment, and exhibitor communications.
- Support exhibitor and sponsor outreach through email and phone communications to encourage participation in conferences.
- Respond promptly and professionally to exhibitor, sponsor, and attendee inquiries.
- Develop, maintain, and update exhibitor and sponsorship information, including contracts and communications.
- Maintain accurate exhibitor, sponsor, and event records within association databases.
- Monitor exhibitor invoices and assist with payment tracking prior to event execution.
- Coordinate closely with meeting planners and conference staff to ensure exhibit and sponsorship activities are aligned with overall event planning and timelines.
- Assist with exhibit operations, including exhibitor registration, signage, vendor coordination, exhibitor communications, and other pre-event logistics.
- Serve as a liaison between exhibitors, sponsors, vendors, convention facilities, hotels, and internal staff throughout the planning process.
- Maintain event files, exhibitor records, and performance metrics; assist with post-event reporting and analysis.
- Demonstrate a collaborative, customer-focused approach while working with internal staff, exhibitors, sponsors, vendors, and contractors.
- Perform other projects and duties as assigned to support the Exhibits & Sponsorships team.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
No Education Listed
