Events and Conference Coordinator

Weston Solutions; West Chester (Chester County); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical/Dental/Vision

401K with stock contributions

Paid time off

Life and disability plans

Work/Life flexibility

Professional development

Job summary

Weston Solutions, Inc. in West Chester, PA is seeking an Events and Conference Coordinator to lead the firm’s conference, trade show, and client event programs.

This role owns logistics, vendor coordination, SWAG management, attendee communication, conference materials, lead tracking, event promotions, and post-event coordination. The ideal candidate has 2–5 years of marketing experience in coordinating conferences or trade shows, with strong organizational, communication, and project management

Qualifications

• Bachelor's degree in Marketing, Communications, Event Management, Business, or related field.
• 2–5 years of marketing experience preferably coordinating conferences, trade shows, corporate events, or related programs.
• Strong project management and organizational skills.
• Strong writing with the ability to develop clear, engaging marketing content such as brochures, LinkedIn posts, event promotions, and other communications.
• Experience managing vendors, budgets, and multiple concurrent projects.
• Demonstrated high standards of work with exceptional attention to detail.
• An eye for effective design and the ability to create a compelling story through a mix of graphical and textual elements.
• Excellent communication and interpersonal skills.
• Experience with Microsoft Office Suite, Adobe Acrobat, and SharePoint.

Responsibilities

• Coordinate logistics for conferences, trade shows, client events, and sponsorships.
• Maintain an event intake process to capture requests, deadlines, deliverables, audiences, booth needs, promotions, and goals.
• Serve as the marketing point of contact for conference planning teams and guide timelines and requirements.
• Advise on booth displays, banners, materials, and collateral based on audience and messaging goals.
• Lead event planning meetings and coordinate cross-functional stakeholders.
• Manage shipping, travel, and event timelines.

Skills

Project management

Vendor management

Written communication

Interpersonal skills

Microsoft Office

Adobe Acrobat

SharePoint

Education

Bachelor's degree in Marketing

Job description

At Weston Solutions, Inc. you will do meaningful work and make valuable contributions. Employee ownership is a path to professional growth and access to diverse opportunities in a highly connected community that works together across key service areas to make a difference in the environment. Weston has continued to evolve and adapt to our changing world as a premier provider of environmental and infrastructure services for over sixty years. In both the public and private sectors our teams help identify, solve, mitigate, and manage critical environmental issues to help clients achieve a more sustainable future.

Weston Solutions, Inc. is seeking an Events and Conference Coordinator to support and elevate the firm's growing conference, trade show, and client event program. This role will serve as the primary owner of event logistics, vendor coordination, SWAG management, attendee communication, conference materials, lead tracking, event promotion, and post-event coordination.

The ideal candidate has 2–5 years of marketing experience preferably managing corporate events, conferences, or trade shows. They must thrive in a fast-paced environment requiring strong organization, communication, project management skills, and the ability to manage multiple events with overlapping deadlines.

Location: West Chester, PA. This role requires regular local travel to vendors and event partners located within approximately 30 minutes of Weston’s headquarters.

Expected Outcomes:

Conference & Event Management

• Coordinate logistics for conferences, trade shows, client events, and sponsorships.
• Maintain an event intake process to capture conference requests, deadlines, deliverables, audiences, booth needs, promotional needs, and business development goals before planning begins.
• Serve as the primary marketing point of contact for conference planning teams, helping internal stakeholders understand timelines, requirements, available materials, approval needs, and marketing support options.
• Advise teams on appropriate booth displays, banners, branded materials, and collateral based on event audience, service area, messaging goals, and available inventory.
• Lead event planning meetings and coordinate cross-functional stakeholders.
• Manage shipping, travel coordination, and event timelines.

Vendor & Materials Management

• Manage relationships with conference vendors, printers, and promotional product suppliers.
• Oversee conference SWAG inventory, ordering, and fulfillment.
• Coordinate print collateral, booth displays, and event materials.
• Manage invoices, payment tracking, and budget documentation to keep event commitments aligned with approved plans and deadlines.

Marketing & Lead Generation Support

• Promote events through email, social media, and digital marketing channels.
• Support lead capture efforts and maintain event lead tracking processes.
• Coordinate post-event reporting and follow-up activities with business development teams.

Conference Strategy Support

• Research and recommend conferences, sponsorship opportunities, and speaking engagements.
• Assist with abstract submissions and speaker coordination.

Knowledge, Skills & Abilities:

• Bachelor's degree in Marketing, Communications, Event Management, Business, or related field.
• 2–5 years of marketing experience preferably coordinating conferences, trade shows, corporate events, or related programs.
• Strong project management and organizational skills.
• Strong writing with the ability to develop clear, engaging marketing content such as brochures, LinkedIn posts, event promotions, and other communications. Must be receptive to feedback, comfortable with an iterative review process, and able to incorporate edits to strengthen content.
• Experience managing vendors, budgets, and multiple concurrent projects.
• Demonstrated high standards of work with exceptional attention to detail resulting in high-quality, error-free deliverables.
• An eye for effective design and an ability to create a compelling story through a combination of graphical and textual elements.
• Excellent communication and interpersonal skills.
• Experience with Microsoft Office Suite, Adobe Acrobat, and SharePoint.
• A “can do” attitude with the ability to think proactively, prioritize multiple deadlines, and execute quickly.

Preferred Qualifications

• Experience within professional services, engineering, consulting, or AEC industries.
• Familiarity with CRM systems and lead management processes.
• Experience supporting digital event promotion and email marketing campaigns.

We fully invest in our people:

• Medical, Dental, Vision, 401K with base and matching employer stock contributions.
• Paid time off includes personal, holiday and parental.
• Life and disability plans.
• Critical illness and accident plans.
• Work/Life flexibility.
• Professional development opportunities.

Compensation will vary based upon experience, education, skill level, and other compensable factors.