What are the responsibilities and job description for the Tradeshow Administrator position at DMSi Software?
The Tradeshow Administrator is vital in coordinating all aspects of tradeshows and customer events. This includes but is not limited to planning meetings, confirming booth logistics, maintaining attendee lists, and sourcing promotional items. Success in this position requires strong attention to detail and working independently to meet deadlines.
RESPONSIBILITIES AND DUTIES:
- Pre-Show Planning: Organize and facilitate meetings to determine event needs and logistics.
- Event Coordination: Manage all logistical details, including contracts for booth space, sponsorships, off-site activities, and on-site activities, as well as the provision of necessary equipment, furniture, electrical needs, labor, etc.
- Shipping Preparation: Oversee the preparation and shipping of tradeshow booths.
- Travel Arrangements: Coordinate travel and accommodation for Executive attendees.
- Event Logistics: Handle reservations, bookings, AV coordination, and transportation as required.
- Schedule Management: Create and distribute event schedules and calendar invites for attendees, including relevant details, documents, and agendas.
- Financial Tracking: Submit payment requests for event-related expenses and monitor the tradeshow budget to ensure alignment with financial guidelines.
- Data Management: Maintain records of associations and attendees in the data management system.
- Marketing Coordination: Manage marketing communications related to tradeshows, including social media content, pre-show messaging, and post-show follow-ups.
- Promotional Items: Source and order swag items, monitor inventory, and ensure timely delivery.
- Feedback Collection: Conduct follow-up surveys to gather feedback on event experiences and identify areas for improvement.
KNOWLEDGE, SKILLS, AND ABILITIES:
Excellent organization and attention to detail.
A passion for improving processes and an openness to feedback.
Initiative and self-direction; able to work independently and as part of a team.
Effective communication and diplomacy skills.
Familiarity with Microsoft Office Suite and the ability to learn new software platforms.
Experience with CRM tools
Experience coordinating tradeshow or equivalent events preferred.
EDUCATION AND EXPERIENCE:
Degree in Marketing, Business, other related discipline, or equivalent work experience
2-4 years experience with tradeshow/marketing event management and/or project management
WORK ENVIRONMENT AND PHYSICAL DEMANDS:
Normal office environment with use of computers and telephone systems.
Travel as needed, including business air and car rental.
Must be able to lift to 50 lbs.
