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

Position Summary

This 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 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.

Internal Relationships

Reports 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 Relationships

Maintains regular contact with exhibitors, sponsors, corporate members, vendors, attendees, and other organizations supporting NDIA conferences and exhibitions.

Preferred Qualifications

• Experience 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.