Trade Show Coordinator (Entry Level)

Paylocity; Wheeling (IL); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Competitive salary

Health, dental, and vision insurance

401(k) with company match

Paid time off and holidays

Hands-on training and room to grow

Job summary

Swan is seeking an organised Marketing & Trade Show Coordinator to support our marketing team with day-to-day administration and event logistics. This role offers hands-on exposure to how a marketing function operates at scale and is ideal for someone early in their marketing career who enjoys keeping projects on track.

You will manage trade show logistics, assist with marketing administration, and support content updates across web, social, and email campaigns.

Qualifications

• Bachelor's degree in Marketing, Communications, Business, or related field or equivalent experience.
• 0–2 years of experience in marketing, events, or administrative support (internships count).
• Strong organizational skills and the ability to juggle multiple deadlines.
• Clear, professional written and verbal communication.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint) and Outlook.
• Ability to travel up to 25%, including occasional overnight and weekend travel.
• Ability to lift up to 40 lbs for booth setup and shipping.

Responsibilities

• Coordinate logistics for trade shows and industry events, including registrations, booth space, shipping, hotel and travel bookings, and lead-capture tools.
• Maintain the annual event calendar and track deadlines for vendor orders, badge registrations, and show services.
• Manage booth inventory, including displays, signage, literature, and promotional items, and ensure materials are shipped, received, and returned.
• Travel to select events (up to 25%) to help with booth setup and teardown, staff the booth, and collect leads.
• Compile post-show recaps, including lead lists, costs, and attendee feedback.
• Process marketing invoices, purchase orders, and expense reports, and help track spending against budget.
• Maintain marketing files, asset libraries, and project trackers.
• Coordinate with vendors, printers, and promotional product suppliers on quotes, orders, and delivery timelines.
• Order and manage inventory of sales collateral and branded merchandise.
• Support the team with scheduling, meeting notes, and general administrative tasks.
• Assist with updating content on the website, social media, and email campaigns as needed.
• Help prepare presentations, reports, and basic marketing materials.
• Enter and clean up lead and contact data in our CRM.

Skills

Organizational skills

Communication skills

MS Office

Travel readiness

Project coordination

Event support

Education

Bachelor's degree in Marketing, Communications, Business, or related field

Tools

Salesforce

HubSpot

Adobe Creative Suite

Canva

Job description

Description

About the Role

Swan is looking for an organized, detail-oriented Marketing & Trade Show Coordinator to support our marketing team with day-to-day administration and event logistics. This is an ideal first step for someone early in their marketing career who enjoys keeping projects on track, working with vendors, and getting hands-on experience at industry events. As Swan's marketing practices serve as the model for our sister companies, you'll gain exposure to how a marketing function is built and run at scale.

What You'll Do

Trade Show & Event Support

• Coordinate logistics for trade shows and industry events, including registrations, booth space, shipping, hotel and travel bookings, and lead-capture tools.
• Maintain the annual event calendar and track deadlines for vendor orders, badge registrations, and show services.
• Manage booth inventory, including displays, signage, literature, and promotional items, and ensure materials are shipped, received, and returned.
• Travel to select events (up to 25%) to help with booth setup and teardown, staff the booth, and collect leads.
• Compile post-show recaps, including lead lists, costs, and attendee feedback.

Marketing Administration

• Process marketing invoices, purchase orders, and expense reports, and help track spending against budget.
• Maintain marketing files, asset libraries, and project trackers.
• Coordinate with vendors, printers, and promotional product suppliers on quotes, orders, and delivery timelines.
• Order and manage inventory of sales collateral and branded merchandise.
• Support the team with scheduling, meeting notes, and general administrative tasks.

Marketing Support

• Assist with updating content on the website, social media, and email campaigns as needed.
• Help prepare presentations, reports, and basic marketing materials.
• Enter and clean up lead and contact data in our CRM.

What We Offer

• Competitive salary: [$50,000 – $65,000]
• Health, dental, and vision insurance
• 401(k) with company match
• Paid time off and holidays
• Hands-on training and room to grow within the marketing team

Requirements

What We're Looking For

Required

• Bachelor's degree in Marketing, Communications, Business, or a related field, or equivalent experience.
• 0–2 years of experience in marketing, events, or administrative support (internships count).
• Strong organizational skills and the ability to juggle multiple deadlines.
• Clear, professional written and verbal communication.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint) and Outlook.
• Ability to travel up to 25%, including occasional overnight and weekend travel.
• Ability to lift up to 40 lbs for booth setup and shipping.

Nice to Have

• Experience with trade shows, events, or vendor coordination.
• Familiarity with a CRM (e.g., Salesforce, HubSpot) or project management tools.
• Basic design skills (Canva, Adobe Creative Suite).
• Experience in a B2B or manufacturing environment.