Project Coordinator 3

Aston Carter•Westmont, IL

1d•$40 - $45•Onsite

About The Position

As a Project Coordinator, you will be responsible for planning, coordinating, and executing all aspects of trade show participation and industry events. Your role will ensure brand visibility, generate qualified leads, and secure a positive return on investment from event activities. This part-time position requires exceptional organizational skills and the ability to manage multiple projects simultaneously under tight deadlines.

Requirements

Experience with event planning and/or trade show coordination.
Exceptional organizational skills and attention to detail.
Ability to manage multiple projects simultaneously under tight deadlines.

Nice To Haves

Experience with event companies is beneficial.
Ability to perform physical lifting and activity such as walking and shipping up to 20 lbs.

Responsibilities

Manage the entire lifecycle of trade show participation from initial planning and budgeting to on-site execution and post-show analysis.
Coordinate all event logistics including booth registration, booking booth space, ordering services such as electrical, internet, and furniture, and managing deadlines.
Arrange the shipping of booth properties, product samples, and marketing collateral to and from each event.
Manage relationships and negotiate contracts with external vendors such as booth construction companies, shipping providers, and promotional item suppliers.
Develop and submit abstracts for speaking engagements during events and collaborate with strategic partners.
Research speaking engagement deadlines related to scheduled conferences.
Determine and relay additional trade show opportunities and/or speaking engagements for consideration.
Plan and execute hosted dinners or other special events around large conferences.
Develop and manage budgets for each trade show, meticulously tracking all expenses.
Process invoices and reconcile event-related costs to ensure adherence to the approved budget.
Collaborate with the marketing and sales teams to develop compelling booth messaging, graphics, and promotional materials.
Manage inventory of marketing collateral and promotional giveaways.
Implement and oversee the lead capture process, ensuring all leads are collected, qualified, and distributed to the sales team for timely follow-up.
Conduct post-event debriefs with key stakeholders to gather feedback and identify areas for improvement.
Analyze event performance, measure ROI, and prepare detailed reports on key metrics including lead generation, cost-per-lead, and overall event success.
Maintain and update tradeshow and events spreadsheet and calendar alongside the sales team.