Trade Show & Communications Coordinator

VectorNav Technologies•Dallas, TX

About The Position

We're looking for a Trade Show Coordinator to own the planning, execution, and scaling for 20+ industry conferences and trade shows annually. You'll be the operational engine behind our event strategy—managing logistics, coordinating with vendors, supporting our sales and BD teams, and ensuring we show up professionally at every event. This is a hands-on role for someone who thrives on details, deadlines, and making things happen.

Requirements

3-5+ years of event planning, trade show coordination, or similar logistics-heavy role
Proven ability to manage multiple projects simultaneously with competing deadlines
Extreme attention to detail and organizational skills
Strong vendor negotiation and relationship management
Comfortable working with budgets and tracking expenses
Ability to travel to events (20-30% travel, mostly domestic)
Willingness to work occasional weekends/evenings during show season
Proficiency with project management tools (Asana) and spreadsheets
Professional communication skills (you'll interface with executives, customers, vendors)

Nice To Haves

Experience with defense/aerospace industry events (AUSA, SOF Week, AUVSI, etc.)
Military veterans encouraged to apply - your understanding of DoD culture and military customer expectations is highly valued in this role
Familiarity with technical B2B marketing
Media relations or PR experience - ability to coordinate press activities at events, draft press releases, or manage trade publication relationships
Strong writing skills for event recaps, blog posts, or trade publication content
Graphic design skills or experience working with design vendors

Responsibilities

Plan and execute end-to-end logistics for 20+ annual trade shows and conferences (AUSA, SOFIC, AUVSI, Sea Air Space, etc.) Coordinate booth reservations, floor plans, exhibit design, graphics, signage, setup/teardown, and shipping logistics
Manage travel arrangements (hotels, ground transportation) for sales, BD, and engineering teams
Maintain booth inventory and ensure all materials are current, professional, and event-ready
Coordinate pre-show planning meetings with sales/BD teams to align on objectives and messaging
Troubleshoot on-site issues and manage lead capture and post-show follow-up processes
Track all deadlines, budgets, and vendor invoices
Build and manage relationships with exhibit houses, freight companies, hotels, show organizers, and service providers
Negotiate contracts, manage vendor performance, and coordinate show services (electric, internet, A/V, furniture)
Work with internal teams (sales, BD, engineering, marketing) and external contractors on event requirements
Draft event announcements, press releases, and post-show recaps for distribution to trade publications
Capture event content (photos, quotes, success stories) for use in company communications
Support social media coverage during events (LinkedIn updates, photo sharing)
Maintain relationships with defense trade publication editors and writers