Convention Operations Coordinator

NADA; Tysons (VA); Hybrid; USD 60,000 - 68,000; Full time

Benefits offered by this job

Remote Friday option

Job summary

NADA seeks a Convention Operations Coordinator to support execution of the NADA Show and related events from Tysons, VA. The role involves coordinating timelines, budgets, site visits, shipments, and vendor records to ensure flawless operations.

The candidate will manage speaker logistics, workshop signage, and onsite office functions while maintaining up-to-date app and site content. Some domestic travel and flexible hours are required.

Qualifications

• Bachelor’s degree or an equivalent combination of relevant education and work experience.
• Minimum 2–3 years of experience supporting conferences, meetings, events, or convention operations.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills and the ability to work with speakers and vendors.
• Experience with budget tracking, expense monitoring, and invoice reconciliation.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with event management systems or quickly learn new platforms (Map Your Show, Envision, Airtable).
• Strong relationship-building and collaboration skills; ability to travel domestically.

Responsibilities

• Support planning and execution of NADA Show operations, including timelines, budgets, site visits, shipments, contracts, invoices, and vendor records.
• Coordinate speaker logistics and communications, track presentations and materials, support call for speakers, and coordinate workshop signage.
• Help manage onsite Show operations, including the Show Management Office, Information Booths, Power Lounges, and Speaker Ready Room.
• Maintain and update the NADA Show mobile app and website content for accuracy.
• Coordinate with Show team on mobile app updates and onsite notifications.
• Support sponsorship fulfillment by tracking commitments and coordinating with sponsors, vendors, and partners.
• Collaborate with Marketing on education materials and program directory, gathering content and keeping timelines on track.
• Support Show logistics including staff guides, travel information, and onsite staff coordination.
• Assist with budget tracking, expense monitoring, and invoice reconciliation and other admin tasks.
• Work with Meetings & Conventions and other departments to ensure events are well organized and executed.

Skills

Excellent communication

Organizational skills

Budget tracking

Multi-tasking

MS Office

Event tech familiarity

Education

Bachelor’s degree or equivalent

Tools

Map Your Show

Envision

Airtable

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Convention Operations Coordinator

Professionals Tysons, VA, US

4 days ago Requisition ID: 1132

Salary Range: $60,000.00 To $68,000.00 Annually

Are you highly organized, detail-oriented, and someone who enjoys bringing all the moving pieces of a major event together? Are you the person who keeps things organized behind the scenes and is ready to jump in wherever needed to help an event run smoothly? If so, the National Automobile Dealers Association (NADA) is looking for a Convention Operations Coordinator to support the planning and execution of the NADA Show and other NADA meetings and events.

This is a full-time position offering a positive work culture, competitive salary, and comprehensive benefits. The position is onsite Monday through Thursday, with the option to work remotely on Fridays. Regular onsite presence Monday through Thursday is an essential requirement of the role.

The position also requires domestic travel (up to 10%) for the NADA Show, including weekday and weekend travel. Occasional work outside of regular business hours is required leading up to and during events.

Key Responsibilities

• Support the planning and execution of NADA Show operations, including event timelines, master schedules, budgets, site visits, shipments, contracts, invoices, and vendor records.
• Coordinate speaker logistics and communications, including maintaining speaker information, tracking presentations and materials, supporting the call for speakers process, and coordinating workshop signage.
• Help manage onsite Show operations, including the Show Management Office, Information Booths, Power Lounges, TIME Dealer of the Year Display, and Speaker Ready Room.
• Maintain and update NADA Show mobile app and website content to ensure event, logistical, and programming information is accurate and up to date.
• Coordinate with Show team on mobile app updates and notifications while onsite.
• Support sponsorship fulfillment by tracking sponsorship commitments and coordinating fulfillment requirements with the Sponsorship team, vendors, and other partners.
• Collaborate with Marketing on NADA Show education materials and the program directory, including gathering content and logistical information and keeping production timelines on track.
• Support Show logistics, including staff guides and FAQs, travel and transportation information, onsite temporary staff coordination, and convention center materials.
• Assist with budget tracking, expense monitoring, invoice reconciliation, direct bill applications, and other administrative functions related to convention operations.
• Work closely with the Meetings & Conventions team, other NADA departments, vendors, and internal stakeholders to help ensure events are well organized and successfully executed.

Required Qualifications

• Bachelor’s degree or an equivalent combination of relevant education and work experience.
• Minimum 2–3 years of progressively responsible experience supporting conferences, meetings, events, or convention operations.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and projects while maintaining close attention to detail.
• Excellent written and verbal communication skills and the ability to work effectively with speakers, vendors, colleagues, and other stakeholders.
• Experience supporting budget tracking, expense monitoring, and invoice reconciliation.
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Experience with event management systems or the ability to quickly learn new event technology and platforms.
• Experience with Map Your Show, Envision, and/or Airtable is a plus.
• Strong relationship-building and collaboration skills with a willingness to jump in and support the team where needed.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to travel domestically, including weekday and weekend travel, and work a flexible schedule during meetings and events.

NADA is fundamentally committed to the diversity of our staff. We believe diversity is excellence expressing itself through every person’s perspective and lived experiences. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy and lactation), sexual orientation, military status, veteran status, and family medical or genetic information or any other protected class under federal, state, or local law.