VirTra
Tradeshow event planner will coordinate and support tradeshows, events, and demos. In this role, candidates will use their experience overseeing event planning, logistics and coordination of B2B and B2G tradeshows while representing a B2B company. Provide support to the sales and marketing team for planning, organizing, updating, reporting and filing.
Candidates will not only manage event operations, but also coordinate and plan meetings, secure vendors and staff, order marketing collateral and keep the inventory spreadsheets updated. Candidates will use their experience managing trade-shows to develop marketing strategies, set goals, evaluate success based on ROI, report metrics, campaigns and more. The ideal candidate would have at least 3+ years’ experience overseeing nationally recognized tradeshows. Candidates will be overseeing 15-25 shows annually.
Essential Functions:
Coordinate details of events such as conferences, trade shows, sales meetings, business meetings, training events and employee appreciation events. Exercises judgment within defined procedures and practices to determine appropriate action. Will work under little supervision and has significant responsibility for efficiency of Marketing operations. Coordinate shipping simulator(s), registration, coordination with event organizers, and other logistics associated with exhibiting at Tradeshows. Includes maintaining overall event calendar and noting key deadlines associated with shipping, travel, and registration. Assemble proposals and submissions from existing company materials to meet deadlines and provide proposal support. Track status of quotes, up to either booking an order, or termination of the requirement. Interface with cross-functional departments such as; sales, engineering, production, shipping and customer service to resolve complex issues. Support the collection of sales and marketing data for pre- and post-show campaign efforts and determining the ROI. Utilize Salesforce/CRM and Hubspot systems to enter and track all customer data, ensure accuracy of data, and prepare reports as needed. Maintain contract compliance with company policy and Government regulations, consistent with industry best practices. Manage agency staff responsible for event coordination activities. Manage vendors and suppliers’ payables. Calculate budgets and adjust when necessary. Source venues globally and negotiate fees. Maintain government contracts as point of contact. Performs other duties as assigned. Organized Detail-oriented Problem Solving Accountability Written and Verbal Communication Proficiency Professional – ability to represent the company to outside parties Multi-tasker Knowledge, skills and abilities:
Strong trade show administration skills and 3+ years’ experience to include coordination, budget tracking, scheduling, space reservation, filing Carnets, contracts, and booth layout & design. High proficiency in Microsoft applications including Word, Excel, and Outlook. Must be able to work well in a fast-paced professional office environment with changing demands and deadlines. Familiar with Foreign Corrupt Practices Act and foreign contracts desirable. Ability to achieve goals and exceed expectations. Physical Demands:
While performing the duties of this job, the employee is regularly required to talk or hear. Frequently the employee will be required to stand; walk; use hands or fingers, handle or feel; and reach with hands and arms. Ability to occasionally lift office products and supplies up to 20 lbs. and to sit and work at a computer for upwards of 4 hours at a time. Education and Experience:
Associate degree or higher in Marketing or relevant work experience. Working knowledge of Salesforce CRM or Hubspot Marketing automation application. 3 years’ tradeshow coordination experience. CMP preferred. 3+ years’ experience in administrative/coordination role. Additional Requirements:
Full time position consisting of 40+ hours per week; normal hours of operation are Monday through Friday, 8:00am to 5:00pm. This position may require additional hours and/or weekend work due to special work projects or deadlines. Pre-employment drug test and background check required. VirTra is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information or any other characteristic protected by applicable federal, state or local laws.
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Coordinate details of events such as conferences, trade shows, sales meetings, business meetings, training events and employee appreciation events. Exercises judgment within defined procedures and practices to determine appropriate action. Will work under little supervision and has significant responsibility for efficiency of Marketing operations. Coordinate shipping simulator(s), registration, coordination with event organizers, and other logistics associated with exhibiting at Tradeshows. Includes maintaining overall event calendar and noting key deadlines associated with shipping, travel, and registration. Assemble proposals and submissions from existing company materials to meet deadlines and provide proposal support. Track status of quotes, up to either booking an order, or termination of the requirement. Interface with cross-functional departments such as; sales, engineering, production, shipping and customer service to resolve complex issues. Support the collection of sales and marketing data for pre- and post-show campaign efforts and determining the ROI. Utilize Salesforce/CRM and Hubspot systems to enter and track all customer data, ensure accuracy of data, and prepare reports as needed. Maintain contract compliance with company policy and Government regulations, consistent with industry best practices. Manage agency staff responsible for event coordination activities. Manage vendors and suppliers’ payables. Calculate budgets and adjust when necessary. Source venues globally and negotiate fees. Maintain government contracts as point of contact. Performs other duties as assigned. Organized Detail-oriented Problem Solving Accountability Written and Verbal Communication Proficiency Professional – ability to represent the company to outside parties Multi-tasker Knowledge, skills and abilities:
Strong trade show administration skills and 3+ years’ experience to include coordination, budget tracking, scheduling, space reservation, filing Carnets, contracts, and booth layout & design. High proficiency in Microsoft applications including Word, Excel, and Outlook. Must be able to work well in a fast-paced professional office environment with changing demands and deadlines. Familiar with Foreign Corrupt Practices Act and foreign contracts desirable. Ability to achieve goals and exceed expectations. Physical Demands:
While performing the duties of this job, the employee is regularly required to talk or hear. Frequently the employee will be required to stand; walk; use hands or fingers, handle or feel; and reach with hands and arms. Ability to occasionally lift office products and supplies up to 20 lbs. and to sit and work at a computer for upwards of 4 hours at a time. Education and Experience:
Associate degree or higher in Marketing or relevant work experience. Working knowledge of Salesforce CRM or Hubspot Marketing automation application. 3 years’ tradeshow coordination experience. CMP preferred. 3+ years’ experience in administrative/coordination role. Additional Requirements:
Full time position consisting of 40+ hours per week; normal hours of operation are Monday through Friday, 8:00am to 5:00pm. This position may require additional hours and/or weekend work due to special work projects or deadlines. Pre-employment drug test and background check required. VirTra is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information or any other characteristic protected by applicable federal, state or local laws.
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