Tradeshow Coordinator in Philadelphia, PA at Pennoni

Date Posted: 1/16/2020

Job Snapshot

  • Employee Type:
  • Job Type:
  • Date Posted:
  • Work Experience
    0 - 3 years

Job Description

Pennoni is a multidisciplinary consulting engineering firm founded more than five decades ago. We approach engineering challenges from a wider spectrum of angles than most, from land development to energy management. Our goal is to help communities and private sector clients alike navigate the ever-changing technological advancements available and learn how best to integrate “smart” solutions into the current landscape to make them a part of resilient and sustainable planning. Our combination of talent and experience generates unprecedented solutions for diverse and iconic projects around the globe.


Job Responsiblities

The Tradeshow Coordinator reports to the Marketing Manager and is responsible for organizing and executing various marketing activities including support for exhibits, tradeshows, conferences, and other company events (200+ events annually) to ensure successful execution. This includes assisting with logistical planning for large multi-segment tradeshows as well as supporting smaller sponsorships and meetings. The Coordinator must be able to communicate and coordinate with high level executives and contacts, both internally and externally, in a professional and positive manner. In addition, s/he must be willing to accept ownership of projects and be successful in driving those projects, as well as daily tasks, to a successful conclusion.

  • Incorporate firm branding for representations of the firm for both internal and external relations
  • Coordinate pre-conference plan and post-conference follow-up with tradeshow/conference attendees, and Marketing Manager as necessary.
    • Establish a plan and reason to attend using internal interview sheet
    • Encourage and coordinate speaking engagements, panel participation, and general thought leadership opportunities when available
    • When available, review list of tradeshow/conference attendees to see schedule potential meetings and/or networking opportunities
    • Complete post-conference attendance plan to follow up and ensure activities are documented in CRM
  • Maintain event calendar on the Portal
  • Maintain event spreadsheet listing for internal use
  • Manage Exhibit Request process
    • Receive and coordinate exhibit requests through Portal
    • Schedule and run kick-off meetings
    • Maintain and update event checklist with Portal Exhibit Request for internal continuity
  • Manage all paperwork and logistics associated with events
    • Securing booth space/venue, including booth specs, A/V specs, etc.
    • Register attendees
    • Solicit Sponsorships
    • Complete and track check requests
  • Assist Sr. Graphic Designer with development of event collateral (banners, signs, table cloths, tri-folds, service briefs, PowerPoints, e-blasts, etc.)
    • Develop theme/content with technical staff
    • Coordinate proofs, samples, and orders with vendors
    • Approval provided by Director of Corporate Communications and Marketing
  • Assist with giveaways and promotional material
    • Selecting new promotional items with Director of Corporate Communications and Marketing
    • Work with Sr. Graphic Designer on design for promotional items
    • Coordinate proofs, samples, and orders with vendors
    • Approval provided by Director of Corporate Communications and Marketing
  • Coordinate compiling and shipping of exhibit pieces and other marketing materials in a timely manner
  • Develop and distribute Booth Schedule to tradeshow/conference attendees
  • Attend events as needed with support from Corporate Communications/Marketing staff
  • Coordinate events associated with exhibits and tradeshows with support from Marketing Manager and Corporate Communications/Marketing staff
  • Coordinate with Marketing Manager on event videography and photography requests/needs
  • Work with Corporate Events and Strategic Planner to coordinate annual Ellipse Award and other corporate functions
  • Coordinate logistics associated with internal webinars
  • CRM Maintenance


Job Requirements

Job Requirements:

  • Bachelor’s degree in marketing, communications, or related field
  • Proven track record of success in all facets of event coordination, from conception and planning to final execution
  • Ability to manage multiple tasks simultaneously, including setting priorities and adapting to changes in a time-sensitive, deliverable-driven workplace
  • Strong organizational skills with excellent attention to detail
  • Strong interpersonal skills and professional demeanor
  • Excellent written and verbal communications and critical-thinking skills
  • Self-motivated, a self-starter, and flexible
  • Ability to create and track budgets using Excel
  • Ability to work independently, as well as in a team environment
  • Proficient in Microsoft Office suite of products
  • Able to work evenings and weekends and travel as required
  • Onsite duties may require bending, walking, or standing for an extended period, as well as lifting and/or moving up to 45 lbs.


Preferred Attributes:

  • The ideal candidate must have a minimum of three to five years of demonstrated event coordination experience. Knowledge of and experience within the A/E/C industry is desired.
  • The ideal candidate must have 3-5 years of professional marketing experience to support marketing, communications, outreach, and promotional efforts.


Why Work With Us?

At our core, we recognize that the unique qualities of our Pennoni individuals are essential for innovation and growth as a whole. Pennoni, an ENR Top 500 consulting engineering firm, offers many opportunities to help you build your career. We continually strive to build a great workplace where our employees trust the people they work for, enjoy the people they work with, and take pride in what they do.

Equal Opportunity Employer

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