Senior Coordinator, Exhibits

American Association for Cancer Research; Philadelphia (Philadelphia County); On-site; USD 60,000 - 75,000; Full time

Job summary

American Association for Cancer Research is seeking a Senior Exhibits Coordinator to support the Director of Exhibits in all exhibition-related duties, including meetings management, booth sales, logistics, and floorplan configuration. The role involves developing marketing plans and coordinating with sponsors and exhibitors for AACR events.

The position requires strong writing and verbal communication, excellent organization, and a professional demeanor with AACR members and partners.

Qualifications

• Minimum 5 years in meetings, exhibit management or related field.
• Strong writing and verbal communication skills.
• Highly organized with multitasking abilities.
• Professionalism with AACR members and exhibitors.
• Customer-focused with good decision making.

Responsibilities

• Support Exhibits Manager and Senior Director with booth sales and management.
• Develop exhibitor prospectus, toolkit, and marketing brochure.
• Prepare exhibitor marketing materials and timelines.
• Coordinate exhibitor communications and updates.
• Manage exhibitor lists in CRM/nonprofit cloud.
• Assist on-site logistics at Annual Meeting and conferences.
• Prepare post-meeting reports and exhibitor surveys.
• Produce monthly exhibit sales and retention reports.

Skills

Exhibits coordination

Event planning

Vendor coordination

Communication skills

Project management

Education

BA/BS degree

CEM or CMP preferred

Tools

Map Your Show

Salesforce / Nonprofit Cloud

MS Word / Excel / Adobe

Job description

The Senior Exhibits Coordinator will be the primary support to the Director of Exhibits on all exhibition related duties. Duties included, but are not limited to, meetings management, booth sales, exhibit hall logistics, floorplan configuration, developing and executing marketing plan, as well as overall exhibitions/meetings/conferences responsibilities. This individual will serve as liaison to various vendor partners related to sponsorships and exhibit hall management.

Responsibilities:

• Provides support to the Exhibits Manager and Senior Director, Exhibits with regards to booth sales and management for all exhibitions, including Annual Meeting, SABCS, and Special Conferences.
• Provides oversight for the development of the exhibitor prospectus, exhibitor toolkit, and marketing brochure.
• Prepares exhibitor marketing material, including brochures, timelines, and distribution material.
• Prepares exhibitor bulletins and email correspondence for exhibitors and vendor partners.
• Monitors AACR Exhibits webpage, submits updates and edits as needed.
• Maintains exhibitor list and contacts in Nonprofit cloud.
• Responsible for the preparation of the exhibitor service kit and exhibitor communications for all exhibitions, meetings, and conferences, where applicable.
• Serves as support for Online Exhibit Sales Program. Works with the vendor to coordinate the development of the system, including sales reports, floor plan, and sales process.
• Assists tracking priority points and supporting documentation as needed.
• Prepares correspondence and monitors appointments for booth selection.
• Monitors and responds to group exhibitor email box within 24 hours.
• Sell, assigns, coordinates, and communicates with Exhibitor Spotlight Theater presenters.
• Manages, approves, and schedules third party exhibitor spotlight emails through Registration provider.
• Acts as the contact for all exhibits associated with special and mid-size conferences, including registration, floorplans, and coordination with meetings team.
• Travels to Annual Meeting with Senior Director, Exhibits to manage on-site logistics, contractor set-up/dismantling of the show floor, enforcement of all rules and regulations, exhibitor communications.
• Assists in the preparation of post-meeting reports and exhibitor survey.
• Prepares monthly exhibit sales reports and exhibitor retention reports.
• Supports the Exhibits Manager and Senior Director, Exhibits with assigned work related to the AACR Annual Meeting Exhibition and San Antonio Breast Cancer Symposium.
• Works in a team environment and collaborates with other departments including finance, marketing, and programs.
• Performs the essential functions of the position and other tasks as required.

Qualifications:

• At least 5 years’ experience in the meetings industry, exhibit management, exhibit sales, and/or meeting management.
• Excellent writing and verbal communication skills.
• Flexible and versatile.
• Excellent organizational and multi-tasking skills.
• Ability to maintain high level of professionalism with AACR Members, Exhibitors, and co-workers.
• Customer-driven with the ability to make good decisions.
• Excellent interpersonal skills.
• Strong sense of professional business ethics, appearance and etiquette.

Education and Training:

• BA or BS degree
• CEM or CMP Preferred
• Proficiency in Word, Excel, Adobe, Map Your Show, and Salesforce or nonprofit cloud preferred.