Events Specialist

Phoenixcontact; City of Middletown (NY); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

401k matching

Paid time off

On-site gym access

Job summary

Phoenix Contact USA Inc. is seeking an Events Specialist to support the planning, coordination, and execution of trade shows, conferences, and events, focusing on logistics, exhibitor support, on-site assistance, vendor coordination, and post-event follow-up.

The role requires 3–5 years in events, excellent communication, and proficiency with MS365 and Cvent. You will work with the marketing team, manage multiple projects, and travel up to 30% domestically.

Qualifications

• Professional degree in Events Management or equivalent experience.
• 3–5 years in supporting tradeshow, conference, or event execution.
• Ability to manage logistics, exhibitor services, staff, and deadlines.
• Proficiency in MS365 and event software; Cvent preferred.
• Excellent communication and multitasking skills.

Responsibilities

• Assist Events Manager and stakeholders from planning to post-event wrap-up.
• Coordinate tradeshow logistics, exhibitor services, venue, and staffing.
• Review payments, invoices, and expense reporting.
• Arrange hotel, transport, group dinners, and attendee registrations.
• Assist with floor plans and booth inventory management.
• Collaborate with event team and adapt to changing priorities.

Skills

Event coordination

Trade shows

Vendor coordination

Project management

Communication skills

English proficiency

Education

Professional degree in Events Management

Tools

MS365

Cvent

Event portals

Job description

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

Perks & Benefits

Phoenix Contact offers a generous benefits package that includes medical, dental, and vision coverage, 401k matching, and a generous time off package. There are also a wide variety of additional benefits available including 16 weeks fully paid maternity leave & 10 weeks fully paid paternity leave, life insurance, short & long-term disability, on-site gym access, health & wellbeing center, on-site café, walking trails, tuition assistance, and more!

#LI-DZ1

Phoenix Contact is committed to the diversity of our employees. We are an equal opportunity employer. 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), sexual orientation, veteran status, and family medical or genetic information.

If you need special accommodations to access job openings or to apply for a job, please call 717-944-1300 between the hours of 8 AM and 5 PM, Eastern Standard Time, Monday – Friday or email [e-mail].