Coordinator, Exhibit Services and Operations
NON-EXEMPT
Basic Function:
Assists with fostering strong relationships with exhibitors and sponsors by enhancing customer experience and coordinates operational/logistical activities (exhibit floor activities, meeting rooms, etc.) throughout the convention center.
Specific Responsibilities:
- Provide high level of customer service to exhibitors and/or sponsors who attend NAB events in order to meet their expectations in hopes to maintain their future involvement. Some of the areas of focus are included but not limited to:
- Fosters strong relationships with exhibitors to enhance service, manage expectations, and respond to questions via email, phone or through the exhibit sales team in a timely, professional and efficient manner;
- Coordinate and execute key customer communications, such as confirmation letters and the exhibitor service manual production;
- Develop a complete understanding of all rules and regulations as well as NAB Convention and Exposition customer service policies and procedures;
- Maintain exhibitor customer service database to include guest pass codes, exhibitor passwords, registration badge allotment, etc.
- Provide support in the operational side of developing, planning, and executing of the NAB Conventions. Responsibilities may include but is not limited to:
- Coordinate floor plan updates and consolidation process. Serve as liaison between Exhibit Sales and general contractor, responsible for communicating floor plan changes and corrections to contractor;
- Perform regular pre-show and on-site audits of the floor plan and exhibitor lists;
- Responsible for advertising and sponsorship fulfillment in the area of communications to exhibitors and/or sponsors. Work with Operations and Advertising teams to develop timelines, create deliverables documents, and manage on-site execution. Prepare and distribute confirmation letters and pre-show communication, collects planning forms and ad artwork;
- Responsible for on-floor exhibitor special event program. Work closely with exhibitors on providing access to invited guest and securing appropriate security;
- Responsible for meeting room fulfillment. Work closely with Sales team to confirm assignment and room configurations. Communicate specs to contractor and convention center;
- Responsible for complimentary booth program. Work with NAB Staff and partners to confirm requirements, communicate to contractors, and ensure proper on-site execution;
- Facilitate media partner trade fulfillment. Work with Marketing to confirm requirements and ensure proper on-site execution;
- Work with Manager to ensure booths fall within rules and regulations, including coordinating booth reviews and variance requests. Work with Manager and Floor Managers on-site to communicate any violations and required adjustments;
- Work with Manager to coordinate meeting room and office specs;
- Work with Manager on production of NAB Show sign book and review process;
- Manage advance and on-site work orders as assigned;
- Manage exhibitor appointed contractor database and approval process. Work with security on-site to manage wristband distribution;
- Liaison with applicable vendors, providing exhibitor updates as necessary;
- Manage on-site Exhibit Services Operations Office, oversee set-up, supervise the temporary staff, and develop schedules and necessary training materials;
- Manage association shipment to Conventions;
- Maintain tracking of assigned budget items, providing reports as requested;
- Provide logistical support for the exhibitor education program and customer service initiatives.
- Additional responsibilities may include:
- Assist Director with the NAB Exhibitor Advisory Committee activities which may include meeting minutes, handout production and distribution, nominations process, and meeting logistics;
- Prepare post-show analysis of activities and processes. Make recommendations for changes and improvements including a written assessment of all contractors, services, internal processes, etc.;
- Maintain industry awareness of available services and contractors;
- Assist with special projects as assigned by the Director and Senior Vice President.
Internal Relations:
Position reports to Director, Convention Operations. Works with Operations Managers, Exhibit Sales, Advertising/Sponsorship, Convention Marketing and other NAB staff to ensure exhibitor satisfaction and smooth logistical execution of assigned areas.
External Relations:
Position interacts heavily with exhibitors and sponsors, both via phone and email. Position also interacts with several key vendors including general services contractor, catering, telecommunications, audio visual and others.
Minimum Education and Experience:
- Bachelors’ degree preferred. Courses/studies relative to the exposition industry is desirable.
- Three years experience in the trade show or related industry; or a combination of education and experience
Minimum Skills and Attributes:
- Proven telephone customer service experience.
- Attention to detail – the individual will ensure that contracts, reports and other documentation is accurate and clear to understand.
- Problem solving – the individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
- Interpersonal relationships – effectively works with others throughout organization and with external parties.
- Oral communication – the individual speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings.
- Judgment – the individual displays willingness to make decisions, exhibits sound and accurate judgment and makes timely decisions.
- Planning/organizing – the individual prioritizes and plans work activities, uses time effectively and develops realistic action plans, ability to work in a fast paced environment; meets deadlines.
- Proficient in Microsoft Office Suite (Excel, Word, Outlook) along with other database type systems.
- Highly motivated, flexible and self-starter.
Additional requirements:
- Ability to travel throughout the year.
Please email your cover letter with salary history and resume to HR@nab.org . You may fax it to 202-775-2983 if you prefer. Please include the title of the position that you are applying to in the subject line of your email or fax cover sheet. Incomplete applications may not be considered.
The National Association of Broadcasters is a trade association that advocates on behalf of free, local radio and television stations and also broadcast networks before Congress, the Federal Communications Commission and the Courts.
NAB is an equal opportunity employer.
