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Exhibits Coordinator

Association of the United States Army
Arlington, VA Full Time
POSTED ON 1/27/2025
AVAILABLE BEFORE 4/25/2025

Job Description

Job Description

This job is a civilian position and does not require military service (including commission and enlistment).

Exhibits Coordinator

This position is responsible for supporting the planning and execution of AUSA domestic symposia and the Annual Meeting. It involves developing the exhibitor prospectus for each event and managing the sale and assignment of exhibit space for industry and military participants. Additionally, this role collaborates with the Senior Manager on various projects, including operations support, marketing, sales, and software management. Other duties as assigned.

Job Responsibilities :

Operational Support

  • Provides customer service to exhibitors for domestic symposia, including operations, sales, and the development of the exhibitor prospectus, under the oversight of the Senior Manager.
  • Approves exhibitor contracts and sends invoices to exhibitors.
  • Creates and send regular emailed communications to exhibitors ahead of symposia.
  • Travels onsite to domestic symposia and Annual Meeting to book space for upcoming shows.
  • Works with exhibitors on completion of necessary contracts, booth preferences, and assignments.
  • Manages needed administrative functions including approving contracts, sending invoicing and leading the billing process and collections.
  • Assists exhibitors with preparation for show.
  • Creates and sends surveys post-event to all exhibitors.

Sales & Marketing

  • As the primary point of contact for exhibit space, plays a key role in recruiting new National Partners and Community Partners.
  • Prospects and finds new leads for domestic symposia.
  • Reviews exhibit booth designs to ensure compliance with IAEE guidelines and convention center rules.
  • Tracks weekly sales via reporting system.
  • Develop service kit and other supporting documentation.
  • Stays up to date on industry trends.
  • Assists in organizing the exhibit space draft at the Annual Meeting.

    • Software Management

  • Assigns exhibit space using exhibit management system, eShow.
  • Keeps floor plan and exhibit database updated online.
  • Manages exhibitor contact list and updates company names and contacts accordingly.
  • Prepares floor plans and exhibitor lists for contractors and publication in the final show guide for each symposium.

    • Job Requirements :

  • Relevant college degree or combination of education and work experience.
  • 1-2 years' experience in exhibits, sales, customer service and / or marketing.
  • Demonstrates strong attention to detail, effective problem-solving skills, excellent interpersonal relationships, clear oral communication, sound judgment, and proficient planning and organizing abilities.
  • Proficient computer skills including Microsoft Office Suite (Excel, Word, Outlook, Powerpoint and Teams).
  • eShow or other software management experience a plus.
  • Innovative, curious, positive, self-starter and an enthusiasm for sales and working with people.

    • Work Environment :

    Work is performed in a hybrid office setting as well as event / exhibit settings. Candidate should be capable of working in a fast-paced sales environment with minimal supervision and should be able to adapt quickly to new projects. Candidate should be able to work overtime (if required) and available for travel. This position requires a team player and customer service oriented is a must.

    All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

    AUSA conducts background checks and uses E-verify to confirm the employment eligibility of all newly hired employees.

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