What are the responsibilities and job description for the Assistant Tradeshow Specialist position at Hamamatsu Corporation?

Job Description

Assistant Tradeshow Specialist

Hamamatsu, one of the world’s largest suppliers of advanced light detectors and detector systems for industrial, scientific, and commercial applications, has an immediate opening for an Assistant Tradeshow Specialist in the Bridgewater, NJ area. Our customer base is remarkably diverse; we serve Fortune 100 firms, top research labs, and innovative startups as well. Hamamatsu’s mission is to improve the welfare of society through the advancement of photonics technology.

What is the job?

We are seeking an Assistant Tradeshow Specialist to drive the planning, execution, and evaluation of trade shows that generate high-quality sales leads and enhance brand visibility. This role involves strategic decision-making, vendor coordination, and data-driven analysis to ensure each event delivers measurable business impact. The ideal candidate will be responsible for managing 40 trade shows annually, including budgeting, logistics, and post-event performance review. If you thrive in a fast-paced environment and have a passion for event marketing, we’d love to hear from you!

Responsibilities include :

Strategic Event Planning and Management, which includes :

Develop annual trade show strategies in collaboration with the Tradeshow Manager, Marketing, and Sales leadership.

Working with the Tradeshow Manager, identify high-priority events, allocate resources, and create show-specific plans to meet business objectives.

Maintain the trade show schedule and hotel information on SharePoint as needed.

Assist with hotel reservations for Hamamatsu staff and our parent company visitors. Choose hotels, monitor arrival / departure dates, and send out confirmation numbers.

Vendor and Budget Oversight, which includes :

Negotiate and manage contracts, under the oversite of the Tradeshow Manger, with regard to designated vendors, venues, and third-party labor providers.

Manage aspects of the trade show budget, under the oversite of Tradeshow Manager, ensuring cost efficiency while maintaining quality.

Approve vendor expenditures, within Tradeshow Manager defined budgetary guidelines.

Making shipping arrangements of booth materials, product samples, banners, literature, and supplies to trade show sites.

Inspect return shipments for missing samples and damages, reporting repairs as needed.

Supervision of Event Execution, including :

Oversee on-site activities, including booth installation, vendor supervision, and event staffing coordination.

Instruct booth staff on podium / tabletop setup, lead sheets, and rules of conduct while working at a booth.

Train and supervise temporary event staff, ensuring adherence to company policies and trade show best practices.

Assist in booth dismantling and prepare return shipment of materials to the warehouse or next show (original task).

Post-Show Analysis and Reporting, including :

Assisting with analyzing trade show performance, including lead generation metrics and ROI.

Present actionable insights and recommendations to Marketing leadership (including the Tradeshow Manager) for future events.

Enter show leads into CRM (CE) and send post-show surveys.

Inventory and Equipment Management, including :

Oversee and maintain trade show equipment, ensuring proper storage and repair.

Manage tradeshow sample stock at the warehouse, maintain appearance of samples, conduct yearly inventory, and dispose of obsolete samples as instructed.

Maintain and keep the warehouse clean and organized.

Maintain inventory of all pop-up booths, iPads, laptops, and other tradeshow equipment.

Ensure the supply closet in the office is well stocked and organized.

Process Improvement and Leadership Collaboration, including :

Serve as a liaison between departments (Marketing, Sales, IT) to ensure trade show needs are met and cross-functional alignment occurs.

Collaborate with the Trade Show Manager to recommend improvements for processes, budgets, or event planning.

Provide input on vendor contracts, cost optimizations, and resource planning.

Required Qualifications :

High School Diploma

At least one year of experience coordinating trade shows or event planning

Excellent written, verbal communication skills

Proficient in Microsoft office (Word, Excel, Power point) and databases

Must be able to prioritize and handle multiple tasks

Superior organizational and time management skills

Highly collaborative team player

Problem solving, negotiation, and interpersonal skills

Attention to detail

Flexibility to work outside of normal business hours if needed to address urgent matters (e.g., lost shipment)

Preferred Qualifications :

Associate degree

2-3 years of experience in a similar role

Experience in making shipping arrangements

Benefits

Hamamatsu offers a competitive salary and excellent benefit package for full-time employees which includes : Medical, Dental, Vision, Prescription, Life Insurance, Vacation / Sick / Personal Time, and Retirement Plans.

This position may require working with, or exposure to goods and information that may be subject to the jurisdiction of the US State Department ITAR regulations (https : / / www.pmddtc.state.gov / index.html) and the Commerce Departments CCL (https : / / www.bis.doc.gov / index.php).

Hamamatsu is an Equal Opportunity Employer. All applicants will receive fair and impartial consideration without regard to race, religion, color, gender, age, national origin, physical or mental disability, genetic information, veteran status, gender identity, sexual orientation, or any other status protected by applicable law.

If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodations by contacting Human Resources at 908-231-0960 or by email at hc_hr_inquiries@hamamatsu.com . Please include your contact information and specific details about your required accommodation to support you during the job application process. Messages left for other purposes, such as not being able to get into the careers website, following up on an application, or other non-disability related technical issues will not receive a response.

It is the policy of Hamamatsu Corporation not to sponsor immigration visas for employment applicants.

n4YJ9QeCe6

Apply for this job

Receive alerts for other Assistant Tradeshow Specialist job openings

Assistant Tradeshow Specialist

What are the responsibilities and job description for the Assistant Tradeshow Specialist position at Hamamatsu Corporation?

What is the career path for a Assistant Tradeshow Specialist?

Job openings at Hamamatsu Corporation

Not the job you're looking for? Here are some other Assistant Tradeshow Specialist jobs in the Bridgewater, NJ area that may be a better fit.

We don't have any other Assistant Tradeshow Specialist jobs in the Bridgewater, NJ area right now.

AI Assistant is available now!