The Coordinator, Exhibits & Sponsorships Fulfillment, supports the Corporate Engagement department with sales functions and operational needs while providing top-notch customer service and fulfilling contractual obligations to exhibitors and sponsors.
Primary duties and responsibilities:
Under the oversight of the Senior Manager, Exhibits & Sponsorships, provide customer service to exhibitors and sponsors for select meetings including operations, registration, and housing
Responsible for acquiring company logos and images for use in directories, presentations, signage, and meeting websites
Compile exhibitor and sponsor directory information for websites, printed programs, and the mobile app
Update exhibit and sponsorship sections of meeting websites
Create and send regular emailed communications to exhibitors and sponsors ahead of meetings
Conduct detailed breakdown of industry rosters and list comparisons
Research contact information for companies and add to iMIS database
Track outstanding receivables and work with supervisor and accounting department to collect balances due
Contracting and delivering corporate member and partner deliverables
Assists in administering the exhibitor priority period sales process and maintaining of floor plans for assigned shows, keeping accurate records of all space assignments and booth sizes
Create and send exhibitor and sponsor surveys and record feedback
Perform weekly quality control checks of booths, square footage, floor plans, revenue, sponsor opportunities, and exhibitor and sponsor data on the mobile app
Interacts with general service contractors and other vendors regarding exhibitor lists, records, space assignments, special requirements, etc.
Packing for meetings
Ensure advertising insertion orders are fulfilled and correct ads are placed for bimonthly magazine, e-newsletter, and AAAE.org
Contact advertisers to collect artwork
Compile information for advertising invoicing, including print and digital
Track advertising in industry publications
Provide general support tasks as assigned, including but not limited to collating materials for mailings, copying, filing/updating hard copy files
Perform other related duties and assignments as required
Education, prior work experience, and specialized skills and knowledge:
Four-year college degree in a related field preferred, though experience is considered in lieu of a related degree
Previous event management experience (preferably within associations), or at least one year of office/administrative experience in a trade show or convention planning support role
Strong organizational skills and attention to detail, with the ability to establish priorities and meet deadlines in a fast-paced environment
Excellent communication skills (both verbal and written) and the ability to build effective working relationships with staff and members
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with Windows-based software, including graphics
Self-motivated, results-driven, and adaptable to changing circumstances and shifting priorities
Positive, solution-oriented attitude with strong time management and problem-solving abilities
Working knowledge of CRM/event software (e.g., HubSpot, eShow, iMIS) is a plus
Typical physical demands/work environment:
To successfully perform the essential functions of this job, with or without reasonable accommodation, an employee is occasionally required to stand; walk; sit; use hands to grasp objects; reach with hands/arms; balance, stoop, kneel, or crouch; speak or listen; lift and/or carry up to 25 pounds; use close, distance, color, peripheral, depth perception, and focused vision. While performing the duties of this job, the employee is not exposed to weather conditions and the noise level is moderate.
The American Association of Airport Executives (AAAE) has a unique DNA in the association business with a low dues model that requires innovation, industry-leading products and services and world class member service. We attract top talent by being a mission driven organization that can truly affect change in our world by empowering airport executives. How? With a rich heritage of training, professional development, and the creation of programs and products that serve the needs of airports with their mission of advancing safety, security, environmental stewardship, diversity, and beyond. In this way our employees are allowed to do challenging, interesting, and rewarding work and become invested owners. But what also makes AAAE unique and a truly great place to work is the culture. AAAE makes no secret that it values and is genuinely devoted to its employees and members. AAAE demonstrates this to its employees in the rich and at times, unheard of, benefits it offers employees, in the collaborative open team environment where ideas from all levels of the organization are encouraged and supported from the CEO down, in the recruiting process where no candidate is offered employment ...without first being interviewed and approved by two teams of AAAE employees, in the recognition and praise it gives employees for their good work with numerous awards and performance based bonuses, in the growth and ownership opportunities it gives employees, and in the personal connections it makes with its employees on a day to day basis with such things as flowers for major life events, healthy snack Mondays, office visits just to say hello from our CEO, a food truck in the summertime, massages for a wellness event, or handing out $100 bills to employees at a staff meeting to show appreciation. However, even with all of this, AAAE would not be as great a place to work, if it were not for the dedicated members that the employees have the good fortune to interact with on a regular basis and serve. Our employees value and appreciate our members and our members value and appreciate our employees. The desire to help them drives us all to constantly improve and innovate. To do more, so we can give more back to our members. So this is why you should work for AAAE, and if you need any further proof, you need only look at the statistics. In an ever changing competitive DC market where people change careers on average six times or more, AAAE’s average tenure for employees is eight years.
