Main Objective: The Exhibit Planning Coordinator I is responsible for providing support to those directly planning or coordinating, exhibits and workshops internally or externally. Assist with all pre-planning, onsite and post exhibit tasks. Serve as a liaison to internal and external clients, including employees, vendors and associations. Knowledge of corporate goals and objectives to ensure the successful outcome of exhibits and events is required.
Essential Duties and Responsibilities:
- Responsible for the creation of event websites, registration pages, invitations, and email communication utilizing Cvent and SalesForce.
- Responsible for supporting those in the coordination, and execution of exhibits and events consisting of, but not limited to national and regional exhibits, workshop events including didactic, sawbones or cadaver, etc. for the organization.
- Facilitate timely completion of exhibit payments and Concur reconciliation and payment processing for show orders and exhibit house quotes in tandem with exhibit planner. Responsible to maintain receipts, audit and track.
- Works closely with Marketing PMO, Communications, Medical Education, Exhibit House vendor and A/V on logistics to execute events successfully.
- Works with Exhibit Operations team daily to develop and prepare booth drawings to help optimize product and display layout and quantities. Ensure accurate and prompt delivery of display equipment.
- Supports different departments with exhibit, and workshop requests including registration of event and attendees, planning logistics, budget, and vendor coordination. Serves as liaison between team members and external customers
- Assist with additional meetings being hosted in conjunction with larger conventions and exhibits. Updating exhibit calendars, deadline dates, and entry and maintenance of events in the meetings management program.
- Maintain list of approved and preferred vendors.
- Supports team members as back-up during holidays, PTO and periods of increased volume of exhibit and workshop requests.
- Communicates policies, procedures, and processes related to transparency and disclose effectively and with excellent customer service.
- Responsible for name badges, customer inquiries/requests, rooming lists, transportation manifests, uploading agendas, reviewing BEOs, email correspondence, on-site check-in, shipping of materials, installation of exhibits held offsite and dismantling.
- Prepares and communicates meeting notes, survey results, budget reports internally to meeting planners and meeting leaders and decision-making parties, prepares post-meeting analysis reports, maintains and tracks budgets and spend data.
- Collaborate with Exhibits Data team in running of reports with meeting spend related to Health Care Professionals and comparison of post-show metrics.
Knowledge:
General knowledge of industry practices, customer service, and standards. General knowledge of Exhibit Coordinator processes and best practices. Complete knowledge of industry practices, customer service, and standards. Complete knowledge of Exhibit Coordinator processes and best practices. Regularly contributes to the development of new Exhibit policies and procedures.
Reasoning Abilty:
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to apply and follow standard operating procedures to meet department objectives.
Discretion/Latitude:
Required to work as part of a team or individually. Work is reviewed for detail accuracy, consistency, and customer service. Refers to all policies and procedures for detailed instructions.
Skills:
• Ability to work in a fast-paced, ever changing environment.
• Must be detail oriented
• AdvaMed (Medical/HealthCare) experience preferred
• Cvent, SalesForce, Meetings Management systems preferred
• Customer Service background
• Coachable, Team player, self-motivated
Dimension:
• Work extended hours, weekends, early mornings or late nights
• Beginner level of Microsoft Office, Excel, Word, PowerPoint and Outlook email experience.
• Ability to work independently and effectively with internal and external customer.
• Ability to verbally communicate ideas and issues effectively to other team members and management.
• Experience in Project Management with the ability to manage multiple projects/assignments concurrently.
• Beginner Planning, Organization skills, ability to meet multiple deadlines.
Education/Experience:
• High school diploma or equivalent required.
• Bachelor’s degree in Hospitality, Communications or Business Management or related field preferred; preferably in a medical device environment.
• 1 year experience working in a professional environment, prior exhibit/event experiences preferred
Incidental Duties:
The above statements describe the general nature and level of work being performed in this job. They are not intended to be an exhaustive list of all duties, and indeed additional responsibilities may be assigned, as required, by management. Hours must be flexible as often Saturday and/or evening coverage is required including approximately 20% travel or as required.
Reasoning Ability:
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to listen, understand the information provided, and follow instructions.
Mathematical Skills
Ability to comprehend and apply mathematical principles to the degree required to perform the job based upon job requirements.
Language and Communication Skills:
Ability to comprehend and apply language skills to the degree required to perform the job based upon the job requirements listed above. Ability to verbally communicate ideas and issues effectively to other team members and management. Ability to write and record data and information as required by procedures. Bi-lingual language skills a plus (Spanish, German, Portuguese).
Arthrex 2024 Benefits
- Medical, Dental and Vision Insurance
- Company-Provided Life Insurance
- Voluntary Life Insurance
- Flexible Spending Account (FSA)
- Supplemental Insurance Plans (Accident, Cancer, Hospital, Critical Illness)
- Matching 401(k) Retirement Plan
- Annual Bonus
- Wellness Incentive Program
- Free Onsite Medical Clinics
- Free Onsite Lunch
- Tuition Reimbursement Program
- Trip of a Lifetime
- Paid Parental Leave
- Paid Time Off
- Volunteer PTO
- Employee Assistance Provider (EAP)
All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
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