Senior Coordinator, Exhibits

American Association for Cancer Research•Philadelphia, PA

About The Position

The Senior Exhibits Coordinator provides primary support to the Director of Exhibits on exhibition-related duties, including meeting management, booth sales, exhibit hall logistics, floorplan configuration, marketing planning and execution, and broader exhibitions, meetings, and conference responsibilities. The role serves as a liaison to vendor partners involved in sponsorships and exhibit hall management. The coordinator supports booth sales and management for AACR exhibitions and conferences, develops exhibitor materials and communications, maintains exhibitor records, and helps operate the online exhibit sales program. The position also coordinates exhibitor activities for special and mid-size conferences, assists with reporting and surveys, and travels to the Annual Meeting to support on-site exhibit hall operations.

Requirements

At least 5 years of experience in the meetings industry, exhibit management, exhibit sales, and/or meeting management.
Excellent writing and verbal communication skills.
Flexible and versatile.
Excellent organizational and multitasking skills.
Ability to maintain a high level of professionalism with AACR members, exhibitors, and coworkers.
Customer-driven, with the ability to make good decisions.
Excellent interpersonal skills.
Strong professional business ethics, appearance, and etiquette.
10% travel required.
BA or BS degree.

Nice To Haves

CEM or CMP certification preferred.
Proficiency in Word, Excel, Adobe, Map Your Show, and Salesforce or Nonprofit Cloud preferred.

Responsibilities

Support the Exhibits Manager and Senior Director, Exhibits with booth sales and management for exhibitions, including the Annual Meeting, SABCS, and Special Conferences.
Oversee development of the exhibitor prospectus, exhibitor toolkit, and marketing brochure.
Prepare exhibitor marketing materials, including brochures, timelines, and distribution materials.
Prepare exhibitor bulletins and email correspondence for exhibitors and vendor partners.
Monitor the AACR Exhibits webpage and submit updates and edits as needed.
Maintain exhibitor lists and contacts in Nonprofit Cloud.
Prepare exhibitor service kits and communications for exhibitions, meetings, and conferences where applicable.
Support the Online Exhibit Sales Program and coordinate with the vendor on system development, including sales reports, floorplans, and the sales process.
Assist with tracking priority points and supporting documentation.
Prepare correspondence and monitor appointments for booth selection.
Monitor and respond to the group exhibitor email inbox within 24 hours.
Sell, assign, coordinate, and communicate with Exhibitor Spotlight Theater presenters.
Manage, approve, and schedule third-party exhibitor spotlight emails through the registration provider.
Act as the contact for exhibits at special and mid-size conferences, including registration, floorplans, and coordination with the meetings team.
Travel to the Annual Meeting with the Senior Director, Exhibits to manage on-site logistics, contractor setup and dismantling of the show floor, enforcement of rules and regulations, and exhibitor communications.
Assist with preparation of post-meeting reports and exhibitor surveys.
Prepare monthly exhibit sales and exhibitor retention reports.
Support the Exhibits Manager and Senior Director, Exhibits with assigned work related to the AACR Annual Meeting Exhibition and San Antonio Breast Cancer Symposium.
Collaborate with other departments, including finance, marketing, and programs.
Perform the essential functions of the position and other tasks as required.