Events Specialist

Job Summary

The Events Specialist supports the planning, coordination, and execution of trade shows, conferences, and events for Phoenix Contact USA Inc., with a primary focus on trade show logistics, exhibitor support services, on-site support, vendor coordination, and post-event follow-up.

Responsibilities

• Assists Events Manager and event stakeholders in the preparation of tradeshows, events, and conferences, from the planning and development stages through execution and post-event wrap-up, with a primary emphasis on tradeshow support.
• Coordinates tradeshow logistics, including exhibitor service orders, venue and vendor services communication, shipping and material coordination, pre-and post-event logistics, transportation, on-site event staffing, and other related tasks
• Assesses and tracks payments, ensures payment due dates are met, processes invoices, and prepares expense reporting
• Arranges hotel, transportation, and group dinners; completes registration for event staff, and prepares name badges and event credentials, and other attendee or booth staff logistics.
• Assists with event space planning, creation of floor plan, and booth inventory management
• Effective collaboration with event team members and stakeholders, adapts to changing priorities and new challenges.
• Other duties and special project work as assigned by the Director of Integrated Marketing and Communications

Qualifications

• Professional degree in Events Management or equivalent professional experience
• 3 – 5 years of experience in supporting tradeshow, conference, or event execution, preferably in a corporate, B2B environment
• Ability to manage tactical and logistical aspects of tradeshow and event planning, including exhibitor services, booth set-up, vendor coordination, staff logistics, deadlines, and on-site support
• Proficient in MS365 software, space planning software, and event portal/registration software, exhibitor portals, and related tradeshow or event management systems. Cvent experience preferred.
• Outstanding communication skills
• Ability to manage multiple projects while prioritizing work assignments
• Excellent organizational skills with particular attention to detail
• Works well under the pressure of deadlines and budgets
• Demonstrate initiative by understanding what actions need to be taken and completing the required tasks while seeking the perspective of others as required
• Demonstrate an honest and forthright presence by taking responsibility for own mistakes and not blaming others, and by doing what he/she/they commit to doing
• Work as a team player to make a difference within the business and express gratitude and appreciation to others who have provided information, assistance, or support
• Readily handle change through taking advantage of lifelong learning opportunities and being open-minded and curious in the face of new challenges
• Essential Job Functions
• Must be able to sit and stand for extended periods (2-4 hours at a time)
• Must work on a computer for extended periods (up to 4 hours at a time)
• Must have a valid PA driver’s license
• Must travel a minimum of 30%, primarily domestic air and other typical modes, including overnight travel for on-site support of tradeshows and events.
• Must communicate effectively in English
• Must be able to lift 25 lbs.
• Regular and on time attendance