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

About American Association of Airport Executives

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 employmen...t without first being interviewed and approved by a team 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. 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. In addition, AAAE is an Equal Opportunity / Affirmative Action Employer that is committed to creating a work environment in which all team members engage and perform at the highest levels and see the value of different perspectives and backgrounds. We strive to attract, invest in, and develop the talents of people of diverse backgrounds who reflect the society and community in which we live and do business because we not only believe it is right to do but also believe that doing so will enhance our business relationships, generate greater innovation, increase productivity, and more.

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