Conference and Events Coordinator

May 24, 2013
Jun 23, 2013
The Chronicle
Full Time
The Chronicle of Higher Education seeks an energetic and detail-driven Conference & Events Coordinator to join its Marketing Department. The Conference & Events Coordinator will coordinate conference and trade show logistics, related sponsorships and marketing materials, staff scheduling, and shipments under the direction of the Conference & Events Manager, while working closely with the Marketing Project Managers to achieve product marketing goals for The Chronicle of Higher Education, The Chronicle of Philanthropy, and associated product lines. This position will also act as a liaison between Sales and Audience Development teams to coordinate monthly webinar sponsorships.


Trade Shows & Conferences
•Manage conference logistics, including but not limited to: reserving booth space, managing service vendor orders, arranging event shipments, hotel door drops, and staff registrations.
•Act as company liaison to show management for each event.
•Prepare shipments for all events. Develop schedule and tracking methods for shipments going to and returning from events.
•Assist in event expense tracking to ensure that each project remains within budget.
•Assist in the coordination of in-kind sponsorship agreements. Develop method to track benefits and produce reports outlining results.
•Assist with the creation and management of company annual event schedule and event budget.
•Assist with the management of internal pre-production process by actively participating in event planning meetings
•Manage marketing department inventory of collateral pieces, marketing pieces, supplements, etc.
•Store and catalog all booth equipment pieces to track condition and availability, manage booth equipment and graphics inventory upon return from events.
•Work with Circulation department to organize, coordinate and track weekly issue distribution and supplement print orders at industry conferences.
•Coordinate Chronicle-hosted events at conferences, including receptions and group sales dinners. Responsibilities include but are not limited to: performing site and vendor research, coordinating material shipments to and from event site, and assisting Marketing managers and coordinators with attendee communications when necessary.
•Track association meetings for future years.
•Track competition’s conference participation.
•Represent The Chronicle at conferences and trade shows, as necessary.

Monthly Webinars
•Act as liaison between Sales and Audience Development teams to coordinate webinar sponsorships.
•Deploy regular e-mail reminders to communicate relevant deadlines to Sales team.
•Manage incoming sponsor deliverables and disseminate to Audience Development team.
•Produce post-webinar reports, outlining project results for sponsors.
•Field customer questions, comments, and complaints as received.
•Process customer registrations and payment when necessary.

The ideal candidate will have at least two years of professional experience in conference and/or tradeshow logistics and exhibit coordination. He or she will be team-focused and customer-service oriented with a keen eye for detail and able to work efficiently and effectively with a variety of people. This position requires periodic travel (internationally and domestically) and the ability to work occasional long hours and weekends. Candidates must be able to stand for long periods of time and lift boxes of 20 lbs.

Interested candidates should send a cover letter, resume, and salary requirements to with “Events Coordinator” in the subject heading. No phone calls, please.

The Chronicle is based in Washington, D.C. and offers excellent benefits including 24 paid vacation days a year.

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