Conference Coordinator

GIE Media, Inc.; Cleveland (OH); Hybrid; USD 42,000 - 60,000; Full time

Benefits offered by this job

Vacation, personal days, sick days and

Company holidays

Medical, dental and vision insurance

Company outings and charitable events

Job summary

GIE Media, Inc. is seeking a Conference and Event Coordinator to manage logistics from inception to completion in a high-energy, hybrid environment in the United States.

You will collaborate with internal staff and external clients to execute sponsorship and exhibit contracts, maintain exhibitor data, and deliver exceptional attendee experiences. The role requires strong organizational skills, accuracy, and the ability to handle multiple projects while traveling 3–4 times per year.

Qualifications

• Ability to perform work with a high degree of accuracy and organization.
• Ability to work well under deadlines and handle logistics seamlessly.
• Ability to work and communicate effectively both internally and externally.
• The ability to manage multiple projects simultaneously while prioritizing tasks effectively in a fast-paced environment.
• The ability to take responsibility for a project.
• The ability to work collaboratively within a team environment.
• Willingness to work with outside vendors.
• Proficiency in Microsoft Office and Adobe Creative Cloud programs.
• Tech-savvy and comfortable navigating multiple systems, with the ability to quickly learn event technology platforms (e.g., Cvent, ExpoGenie, SurveyMonkey, DocuSign).
• A four-year bachelor’s degree is preferred.
• A willingness and flexibility for travel (approximately 3-4 times a year).

Responsibilities

• Work with both internal staff and external clients to ensure the complete and accurate execution and fulfillment of all sponsorship and exhibit contracts. Including processing of applications, track exhibit and sponsorship invoices and payments and assisting with responding to questions from sponsors and exhibitors.
• Maintain and update accurate exhibitor and sponsor information across all platforms, including cross-referencing the exhibitor portal with internal databases and ensuring correct company details are reflected on event floorplans.
• Demonstrate strong customer service skills and maintain positive, professional relationships with exhibitors, sponsors, and attendees.
• Assist with the coordination and execution of all sponsor and exhibitor deliverables including working with various internal departments on fulfillment of those deliverables.
• Coordinate the delivery of sponsorship promotional items for each event.
• Provide administrative support for events managed by the conference and events division.
• This includes but is not limited to the following:
• Pulling various event reports both for internal and external purposes.
• Assisting with building and maintaining event apps (when applicable)
• Shipping to/from the events
• Assist in creating and maintaining an overall event "concierge" experience for sponsors and exhibitors, such as assisting with staff registration and assisting in handling inquiries and requests leading up to and during the events.
• Assist with the setup and on-site operation of event registration, including preparing materials, supporting attendee check-in processes, and ensuring a smooth registration experience for all participants.
• Complete departmental projects as assigned and collaborate extensively with team members to support the team as needed to complete tasks on time and within budget.

Skills

Attention to detail

Deadline-driven

Communication skills

Multitasking

Ownership

Team collaboration

Vendor management

Tech-savvy

Travel willingness

Education

Bachelor's degree preferred

Tools

Microsoft Office

Adobe Creative Cloud

Cvent

ExpoGenie

SurveyMonkey

DocuSign

Job description

GIE Media, Inc., a b-to-b media company serving a wide range of industries, is seeking a Conference and Event Coordinator. Do you thrive in a structured, fast-paced environment, valuing independence while collaborating with a team? This role is made for you.

The position requires a high-energy individual capable of working independently on a variety of tasks simultaneously. We are looking for someone with outstanding organizational skills and whose attention to detail is top-notch ensuring a highly efficient workplace. The ideal candidate would be able to handle logistics from inception to completion.

Qualifications required for the position include:

• Ability to perform work with a high degree of accuracy and organization.


• Ability to work well under deadlines and handle logistics seamlessly.


• Ability to work and communicate effectively both internally and externally.


• The ability to manage multiple projects simultaneously while prioritizing tasks effectively in a fast-paced environment.


• The ability to take responsibility for a project.


• The ability to work collaboratively within a team environment.


• Willingness to work with outside vendors.


• Proficiency in Microsoft Office and Adobe Creative Cloud programs.


• Tech-savvy and comfortable navigating multiple systems, with the ability to quickly learn event technology platforms (e.g., Cvent, ExpoGenie, SurveyMonkey, DocuSign).


• A four-year bachelor’s degree is preferred.


• A willingness and flexibility for travel (approximately 3-4 times a year).

Job Responsibilities

The Conference and Event Coordinator will:

• Work with both internal staff and external clients to ensure the complete and accurate execution and fulfillment of all sponsorship and exhibit contracts. Including processing of applications, track exhibit and sponsorship invoices and payments and assisting with responding to questions from sponsors and exhibitors.


• Maintain and update accurate exhibitor and sponsor information across all platforms, including cross-referencing the exhibitor portal with internal databases and ensuring correct company details are reflected on event floorplans.


• Demonstrate strong customer service skills and maintain positive, professional relationships with exhibitors, sponsors, and attendees.


• Assist with the coordination and execution of all sponsor and exhibitor deliverables including working with various internal departments on fulfillment of those deliverables.


• Coordinate the delivery of sponsorship promotional items for each event.


• Provide administrative support for events managed by the conference and events division.


• This includes but is not limited to the following:


• Pulling various event reports both for internal and external purposes.


• Assisting with building and maintaining event apps (when applicable)


• Shipping to/from the events


• Assist in creating and maintaining an overall event "concierge" experience for sponsors and exhibitors, such as assisting with staff registration and assisting in handling inquiries and requests leading up to and during the events.


• Assist with the setup and on-site operation of event registration, including preparing materials, supporting attendee check-in processes, and ensuring a smooth registration experience for all participants.


• Complete departmental projects as assigned and collaborate extensively with team members to support the team as needed to complete tasks on time and within budget.

Benefits of working at GIE Media, Inc.:

• Vacation, personal days, sick days and company holidays


• Medical, dental and vision insurance, as well as additional benefits


• Company outings and charitable events

This is a hybrid position that will require work within an office environment, travel to and assist in various capacities with the management and execution of multiple in-person events throughout the United States and the flexibility to work remotely as the event schedule allows.