Exhibits & Sponsorship Coordinator

Green Key Resources; Arlington (VA); Hybrid; USD 30,307 - 38,572; Full time

Job summary

Green Key Resources is seeking an Exhibits & Sponsorship Coordinator to provide administrative and operational support for a dynamic events team in Arlington, VA. This role supports the planning and execution of conferences, exhibitions, and sponsorship programs while managing exhibitor relationships, event logistics, and database coordination.

The ideal candidate will have hands-on experience with exhibitor management and familiarity with event platforms, strong communication, and superb

Qualifications

• Experience supporting exhibits, sponsorships, conferences, trade shows, or association events.
• Experience with exhibitor management, booth sales, sponsorship coordination, or event operations.
• Experience using the A2Z event management platform strongly preferred.
• Strong organizational and communication skills.

Responsibilities

• Provide admin and operational support for multiple conferences, exhibitions, and sponsorship programs.
• Support exhibitor registration, booth sales, sponsorship fulfillment, and exhibitor communications.
• Maintain accurate exhibitor, sponsor, and event records in databases.
• Coordinate with meeting planners and event teams to meet timelines.
• Assist with post-event reporting and analysis.

Skills

Exhibits management

Sponsorship coordination

Event operations

Microsoft Office

Communication skills

Organizational skills

Tools

A2Z platform

Job description

Schedule: Monday-Friday, 9:00 AM - 5:00 PM | In-office Tuesdays and Thursdays

Employment Type: Temporary Opportunity with Potential Temp-to-Permanent Conversion

Start Date: ASAP

About the Opportunity

Our client is seeking an Exhibits & Sponsorship Coordinator to provide administrative and operational support for a dynamic events team. This role will support the planning and execution of conferences, exhibitions, and sponsorship programs while managing exhibitor relationships, event logistics, and database coordination.

This is an excellent opportunity for an organized, detail-oriented professional with experience supporting exhibits, sponsorships, conferences, or association events. The ideal candidate will have hands-on experience with exhibitor management and familiarity with the A2Z event management platform.

Key Responsibilities

• Provide administrative and operational support for multiple conferences, exhibitions, and sponsorship programs.


• Support exhibit booth sales, exhibitor registration, sponsorship fulfillment, and exhibitor communications.


• Manage day-to-day communication with exhibitors, sponsors, vendors, and internal stakeholders.


• Respond to exhibitor and sponsor inquiries in a timely and professional manner.


• Maintain accurate exhibitor, sponsor, and event records within internal databases.


• Update contracts, communications, and event-related documentation.


• Monitor exhibitor invoices and assist with payment tracking.


• Support exhibit operations including:


• Exhibitor registration


• Signage coordination


• Pre-event planning activities


• Coordinate with meeting planners and event teams to ensure timelines and deliverables are met.


• Serve as a liaison between exhibitors, sponsors, vendors, venues, and internal teams.


• Maintain event files, records, and performance tracking information.


• Assist with post-event reporting and analysis.


• Support additional projects and initiatives as needed.

Required Qualifications

• Experience supporting exhibits, sponsorships, conferences, trade shows, or association events.


• Experience with exhibitor management, booth sales, sponsorship coordination, or event operations.


• Experience using the A2Z event management platform strongly preferred.


• Strong organizational skills with the ability to manage multiple priorities and deadlines.


• Excellent written and verbal communication skills.


• Strong customer service skills with the ability to build relationships with internal and external stakeholders.


• Proficiency with Microsoft Office Suite, including Excel, Word, and Outlook.


• Ability to work independently while collaborating effectively within a team environment.


• Preferred Qualifications


• Experience within an association, nonprofit, conference, or membership-based organization.


• Familiarity with exhibit floor plans, sponsorship packages, exhibitor services, and event fulfillment.


• Experience managing event databases and reporting.


• Strong attention to detail and ability to follow processes.

What We’re Looking For

The ideal candidate is a highly organized, proactive professional who enjoys event coordination, relationship management, and supporting successful conference experiences. This person should be comfortable managing multiple projects at once, communicating with a variety of stakeholders, and keeping details organized in a fast-paced environment.

• Hybrid schedule with onsite work Tuesdays and Thursdays.


• Weekend event support may occasionally be required; travel expenses will be covered when travel is necessary.


• Temporary assignment with potential opportunity to transition into a permanent role based on performance.