Part-time Exhibits & Sponsorships Coordinator

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

Job summary

National Defense Industrial Association (NDIA) is seeking a part-time administrative and operational support specialist for the Exhibits & Sponsorships Team in Arlington, VA. You will assist with exhibitor and sponsor management, booth sales, registration, communications, and database upkeep to help deliver successful conferences and events.

You will collaborate with meeting planners and staff across multiple conferences, handling inquiries, coordinating pre-event logistics, and maintaining

Qualifications

• Experience supporting conferences, trade shows, or association events.
• Familiarity with exhibit booth sales, sponsorship administration, or exhibitor services.
• Strong organizational and communication skills.
• Proficiency with Microsoft Office applications (Excel, Word, Outlook).

Responsibilities

• Provide day-to-day administrative and operational support for multiple conferences, exhibitions, and sponsorship programs.
• Assist with exhibit booth sales administration, exhibitor registration, sponsorship fulfillment, and exhibitor communications.
• Support exhibitor and sponsor outreach via email and phone.
• Respond promptly and professionally to exhibitor, sponsor, and attendee inquiries.
• Maintain exhibitor, sponsor, and event records in association databases.
• Monitor exhibitor invoices and assist with payment tracking prior to event execution.
• Coordinate with meeting planners and conference staff to align activities with event timelines.
• Assist with exhibit operations and pre-event logistics.
• Serve as liaison between exhibitors, sponsors, vendors, facilities, hotels, and internal staff.
• Maintain event files and prepare post-event reporting and analysis.

Skills

Organizational skills

Excellent written and verbalCommunic

Multi-tasking ability

Customer service mindset

Education

Experience with conferences/trade shows

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

A2Z event management platform

Job description

Position SummaryThis position will start as part-time with the potential to become full-time permanent.Provide part-time administrative and operational support for the NDIA Exhibits & Sponsorships Team in the planning, coordination, and execution of multiple conferences, exhibitions, and sponsorship programs. This position assists with exhibitor and sponsor management, booth sales administration, customer service, and database management to support successful event execution. This position will work across several conferences simultaneously and collaborate closely with meeting planners and internal staff.Primary ResponsibilitiesProvide 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.Internal RelationshipsReports directly to the Director of Exhibits & Sponsorships. Works closely with meeting planners, conference operations staff, marketing, finance, and other NDIA departments to coordinate exhibit and sponsorship activities across multiple events.External RelationshipsMaintains regular contact with exhibitors, sponsors, corporate members, vendors, attendees, and other organizations supporting NDIA conferences and exhibitions.Preferred QualificationsExperience supporting conferences, trade shows, exhibitions, or association events.Familiarity with exhibit booth sales, floor plans, sponsorship administration, or exhibitor services.Experience with the 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.Proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook.Ability to work independently while collaborating effectively with a small team in a fast-paced environment.Disclaimer:NDIA and its affiliates provide equal employment opportunities to all qualified individuals without regard to race, color, religion, sex, gender identity, sexual orientation, pregnancy, age, national origin, physical or mental disability, military or veteran status, genetic information, or any other protected classification.ADA Specifications:This is an office position and may require some bending and lifting and requires the use of a computer and office machines.The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.