Part-Time Exhibits & Sponsorships Coordinator

National Defense Industrial Association - (NDIA); Arlington (VA); On-site; USD 21,000 - 34,000; Part time

Job summary

NDIA in Arlington, VA, seeks a part-time administrative and operational support professional for the Exhibits & Sponsorships Team to plan, coordinate, and execute multiple conferences, exhibitions, and sponsorship programs.

You will assist with exhibitor and sponsor management, booth sales administration, customer service, and database management to ensure successful event execution across several conferences concurrently, collaborating with meeting planners and internal staff.

Qualifications

• Experience supporting conferences, trade shows, exhibitions, or association events.
• Familiarity with exhibit booth sales, floor plans, sponsorship administration, or exhibitor services.
• Experience with A2Z event management platform strongly preferred.
• Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Excellent written and verbal communication skills.

Responsibilities

• Provide day-to-day administrative and operational support for multiple conferences, exhibitions, and sponsorship programs simultaneously.
• Assist with exhibit booth sales administration, exhibitor registration, sponsorship fulfillment, and exhibitor communications.
• Support exhibitor and sponsor outreach through email and phone communications to encourage participation in conferences.
• Respond promptly and professionally to exhibitor, sponsor, and attendee inquiries.
• Develop, maintain, and update exhibitor and sponsorship information, including contracts and communications.
• Maintain accurate exhibitor, sponsor, and event records within association databases.
• Monitor exhibitor invoices and assist with payment tracking prior to event execution.
• Coordinate closely with meeting planners and conference staff to ensure exhibit and sponsorship activities are aligned with overall event planning and timelines.
• Assist with exhibit operations, including exhibitor registration, signage, vendor coordination, exhibitor communications, and other pre-event logistics.
• Serve as a liaison between exhibitors, sponsors, vendors, convention facilities, hotels, and internal staff throughout the planning process.
• Maintain event files, exhibitor records, and performance metrics; assist with post-event reporting and analysis.
• Demonstrate a collaborative, customer-focused approach while working with internal staff, exhibitors, sponsors, vendors, and contractors.
• Perform other projects and duties as assigned to support the Exhibits & Sponsorships team.

Skills

Administrative support

Customer service

Event coordination

Exhibit booth sales

Sponsorship management

Communication

Database management

Microsoft Office

A2Z platform

Tools

A2Z event management platform

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

NDIA in Arlington, VA, seeks a part-time administrative and operational support professional for the Exhibits & Sponsorships Team to plan, coordinate, and execute multiple conferences, exhibitions, and sponsorship programs.

You will assist with exhibitor and sponsor management, booth sales administration, customer service, and database management to ensure successful event execution across several conferences concurrently, collaborating with meeting planners and internal staff.