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Conferences & Trade Shows Coordinator

Company: Technology & Services Industry Association (TSIA)
Status: Full-Time Employee
Location: Rancho Bernardo – San Diego, CA 92127
Level: Experienced, Non-Manager, 3 years minimum
Job Category: Conference/Corporate Meeting and Event Planning
Travel: 10%
 

Job Description:

Join the Industry Association that leads the Tech Industry’s fastest growing sector!

We are seeking a dynamic, positive individual who genuinely enjoys helping others. The role covers a wide variety of responsibilities, and the ideal candidate will be comfortable in a small team environment where we work closely together and do what is necessary to get the job done. As the Conferences & Trade Shows Coordinator, you will play an instrumental role in growing the TSIA Conferences by supporting our Partner and Conference teams. We are looking for a motivated and resourceful self-starter with excellent communication, administrative and organizational skills, and demonstrated experience juggling multiple competing tasks, demands, and deadlines. The Conferences & Trade Shows Coordinator will have the ability to work independently on projects, from conception to completion, and must be able to work under substantial pressure at times to handle a wide variety of activities.

This is a full-time position located in San Diego, CA, with 100% company-paid Medical, Dental and Vision Insurance and matching 401K plan for employee. As of August 15, 2021, employees are given the option to work fully remote, work full-time in the office, or work (2-3 days per week) in the office.

Overview of Responsibilities:

Exhibitor Conference Tasks

  • Main point of contact for our exhibitors, to include: requesting exhibitor and sponsorship deliverables, responding to questions by phone/email, and solving issues.
  • Maintain multiple exhibitor spreadsheets to track booth sales, sponsorships, signage, logos, contacts, abstracts and other details.
  • Assist with exhibitor virtual platform set-up and deliverables as it pertains to exhibitors.
  • Work with outside vendors to ensure exhibitor logistics are in order. Track exhibitor booth, electrical, internet orders, etc.
  • Create individual exhibitor itineraries for on-site success.
  • Assist in the creation of the Partner pre-con meeting deck.
  • Submit and review exhibitor content to marketing team for on-site signage and printed materials, as well as submit weekly website updates.
  • Set up and manage the lead scanning software support.
  • Distribute registration vouchers to Partners and track useage/remaing balances.
  • Collection of proof of insurance from all exhibitors and vendors.
  • Verify Partners have registered and booked hotels.
  • Assist in gathering and adding Partner related info into conference App.
  • Assist in scheduling conference security needs.
  • Assist in floor plan Partner placement.
  • Reconcile exhibitor lead lists post-conference for dissemination.
  • On-site exhibitor assistance in the EXPO, including installation and teardown supervision and act as the main point of contact for all exhibitor needs.
  • On-site Fulfillment of all sponsorship items.
  • Research new sponsorship opportunities and related costs.
  • Compile information for the online exhibitor guide.

General Conference Tasks

  • Assist team with on-site networking events.
  • Assist in planning the Women in Tech fundraising event and facilitate sponsorship fulfillment.
  • Inventory conference materials for shipping to and from events, as well pack/upack both at the office and once onsite to set up the conference office.
  • Assist with Food & Beverage planning.
  • Assist with internal company events as needed.
  • Attend weekly meetings with various departments.
  • Other conference tasks as needed to support the team.

Qualifications and Skills:

  • B.S. / B.A. required plus 3+ years’ experience in events preferred.
  • Required to travel by car/plane and attend all conferences. Currently 1 week each for the two annual conferences, plus other planning site visits as needed.
  • Expert knowledge of the MS Office suite: Word, Excel, PowerPoint, and Outlook.
  • Working knowledge or familiarity with: Salesforce, Google Drive, Wrike, Aventri, virtual platforms or similar software programs.
  • Excellent verbal, oral, and written communication skills, and excellent customer service skills in person, on the phone, and in writing.
  • Proficiency in producing high quality reports and presentations utilizing Excel and PowerPoint.
  • Exceptional scheduling skills with an ability to multi-task and set priorities successfully.
  • Extremely high level of attention to detail and organization with good quality assurance and judgement skills.
  • Willingness and ability to demonstrate flexibility, adjusting to multiple demands and shifting priorities.
  • Must be able to lift 35+ pounds.
  • Must be able to work nights and weekends as needed conference demands ramp up.
  • On-site at conference: Required to work very long hours, nights, and weekends.
  • On-site at conference: Must be able to move quickly and work calmly in a high-stress, problem-solving environment with simultaneous demands.

About TSIA:

The Technology and Services Industry Association (TSIA) is the world's leading membership organization dedicated to helping technology and services organizations capture competitive advantage and achieve sustained profitability. Our research is dedicated to helping technology companies achieve profitable growth and solve their top business challenges. Services, sales, product, and channel organizations at technology companies large and small look to TSIA for world-class business frameworks, best practices based on real-world results, detailed performance benchmarking, and exceptional peer networking opportunities. TSIA’s members represent the world’s top technology companies as well as scores of innovative small and midsize businesses in four major markets: enterprise technology, consumer technology, healthcare IT, and industrial equipment. Our membership community consists of over 40,000 executives from 96 countries and represents 80% of the Fortune 100 technology companies.

At TSIA, we know that the secret to providing the best experience for our members starts with happy employees. Our company culture celebrates individuality and growth, providing employees with ample opportunities to showcase their strengths with support for further developing their skills. We understand the importance of a healthy work-life balance and pride ourselves in creating an ideal environment for individuals to explore their passion for their career.

We value your work, and we offer competitive compensation, medical coverage (health, dental, vision), 401(k) with matching plan, and life and disability insurance. TSIA embraces equity, diversity, and inclusiveness. We view these pillars of excellence as crucial to healthy people, workplaces, and all stakeholder communities. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be. For more information, please find us at: www.tsia.com.

 

About TSIA

The Technology & Services Industry Association (TSIA) is the world's leading research organization dedicated to helping technology companies achieve profitable growth and solve their top business challenges. Services, Sales, Product, and Channel organizations at technology companies large and small look to TSIA for world-class business frameworks, best practices based on real-world results, detailed performance benchmarking, and exceptional peer networking opportunities. TSIA’s membership community consists of over 40,000 executives from 96 countries and represents 80% of the Fortune 100 technology companies.