Events And Exhibits Specialist

Job Title: Events & Exhibits Specialist

Department: External Relations & Communications

Reports to: Manager, External Relations & Communications

Direct Reports: 0

Location(s): Philadelphia

1. Summary of Position: (Brief description of overall responsibilities and function)

The Events and Exhibitions Specialist will provide general support to related to External Relations with particular attention on exhibitions, events, delegations and associated activities.

2. Essential Duties and Responsibilities: (Specifically describe the essential duties and responsibilities in order of estimated percentage of time that is spent on each).

Duties and Responsibilities:

% of

Time

1.

Trade show & exhibition management

1. Manage RFP process involving all internal and external stakeholders
2. coordinate booth design and production
3. management and execution of all pre, on-site and post-show duties, including working with Procurement & Finance teams for vendor selection and payment
4. perform customer satisfaction surveys and prepare analysis and post-show reports
5. manage and perform detailed analyses of all spending, including maintaining master budget documents and maintaining stored records; making recommendations for efficiencies
6. manage venue research, perform site visits as required

25%

2.

3rd party conference, special event and delegation visit management

1. Coordinate RSMs and other stakeholders to develop and present regional event approval correspondence; perform research and selection of off-site venues
2. management and execution of all pre, on-site and post-show duties, including working with Procurement & Finance teams for vendor selection and payment
3. compile & manage project planning documents, monitor progress and communicate deadlines together with Business Development leads
4. manage development of new collateral (corporate/customer gifts, literature, graphics, etc.)
5. prepare internal and external communications as required
6. administer logistics related to hired services both for external events and for internal visitors to the facility
7. serve as primary point of contact w/program and contract management and sales to coordinate customer delivery ceremonies and associated logistics
8. manage setup and staging requirements
9. manage and perform detailed analyses of all spending, making recommendations for efficiencies

25%

3.

Organization & Industry Relations: track organization and trade memberships, alert when corporate descriptions need updating and renew memberships in accordance with budgeted planning; make strategic assessments on new opportunities; manage staff participation and engagement with membership organizations

5%

4.

Schedule Management: manage and maintain company calendar; routinely communicate updates to specified contacts; maintain annual trade show, exhibitions and events calendar, communicate to specified contacts on a routine basis

5%

5.

Data and Records Management: manage approvals and various correspondences and maintain accurate records; maintain digital files for all events including planning, invoices, photo, video and surveys; create, process and maintain RAS records; administer SAP processing including RDA generation; manage accounting processing and tracking to ensure invoices are paid in accordance with company policy; perform routine budget and spend analyses and make recommendations on efficiencies

15%

6.

Logistics Management: coordinate all shipping needs, in bound and out bound, maintain accurate and up to date records on all shipments; perform routine budget and spend analyses and make recommendations on efficiencies

10%

7.

Inventory Management: maintain brochure & promotional goods inventories, report when needs replenished and coordinate new orders; perform routine budget and spend analyses and make recommendations on efficiencies

5%

8.

Central function assignments for all regional events & exhibitions projects in support of other Lines of Business

10%

TOTAL:

100%

1. Qualifications for Position:

A. Education

Bachelor's Degree in marketing, communications, hospitality or related field

B. Experience

Minimum of 2 years professional experience in communications, public relations, hospitality, and/or marketing which demonstrate the ability to plan, organize, and direct events in a corporate environment.

C. Competencies & Attributes

Articulate individual should possess superior people skills while being extremely

organized and detail-oriented

Works well under pressure and is comfortable organizing and leading working groups associated

with an event or initiative.

Superior oral and written communication, interpersonal, and motivational skills,

Knowledge of accounting procedures to identify projected event costs, develop budgets,

and effectively allocate resources based on specific budgetary constraints

Positive attitude and strong work ethic with constant attention to quality and detail

Frequent additional working hours required, including weekends and holidays

20-30% travel (domestic/international)

Flexibility to travel when required

Equal Opportunity Employer/Vet/Disability