Coordinator, Exhibits & Corporate Support

The American Academy of Optometry is seeking a Coordinator, Exhibits & Corporate Support to help

execute our exhibit and sponsorship programs for high-profile annual and regional meetings. This

role supports key non dues revenue-generating activities through booth sales, sponsor fulfillment,

exhibitor relations, and on- site logistics.

We’re looking for a detail-driven doer: someone who can take ownership of tasks, keep timelines

moving, communicate professionally, and stay five steps ahead. You’ll be a critical partner to the

Director, helping deliver a seamless experience for sponsors and exhibitors while ensuring

operational excellence across our meetings.

What You’ll Do

- Manage booth sales and exhibitor requests from start to finish

- Coordinate sponsor deliverables, asset collection, and deadline tracking

- Update and maintain exhibit/sponsor information in Map Your Show, Salesforce, and other

platforms

- Draft and send sponsor communications, fulfillment guides, and deadline reminders

- Design and distribute marketing emails and promotional materials using Adobe, Canva, and

Constant Contact

- Serve as a key contact for sponsors and exhibitors before, during, and after events

- Provide on-site support during annual meetings, sponsor activations, and exhibit hall

management

- Handle sponsor invoicing, payment tracking, and financial and event reconciliation

- Maintain production calendars and help oversee project timelines across multiple

timelines

- Support the Director with data reporting, post-event recaps, and cross-functional

coordination

What We’re Looking For

- Bachelor’s degree in hospitality, marketing, communications, or a related field

preferred

- At least 5 years of experience in exhibits, sponsorship, event coordination, or association

meetings

- Highly organized with excellent follow-through and time management

- Able to hit the ground running, prioritize tasks, and is comfortable taking ownership without

constant oversight

- Strong customer service and interpersonal communication skills

- Proficient in Microsoft Office, Canva, Constant Contact, and exhibit/event platforms (Map Your

Show, Asana, Salesforce, etc.)

- Willingness to travel and provide in-person support during events

Why Join Us

You’ll be part of a mission-driven organization that values professionalism, innovation, and attention to detail. You’ll have the opportunity to work on large-scale, meaningful events and collaborate with a supportive team that values initiative and accountability. We offer a competitive salary, benefits, and the opportunity to grow in a high-impact, member-focused organization.

The Coordinator, Exhibits & Corporate Support plays a key role in executing sponsorship and exhibit

programs for the Academy’s annual and regional meetings. Reporting to the Director, this role is

essential in supporting non-dues revenue generation through exhibit space sales, sponsor

fulfillment, marketing communications, and on-site logistics.

This is an ideal opportunity for a self-motivated, resourceful professional who takes initiative,

manages details with precision, and thrives in a fast-paced environment. The Coordinator will act

as a consistent point of contact for sponsors and exhibitors and is expected to anticipate needs,

solve problems independently, and contribute to the smooth execution of revenue-generating

programs. This role is best suited for someone who enjoys making their manager's job easier through

reliable execution, thoughtful communication, and proactive follow-through.

Key Responsibilities

Exhibits & Sponsorship Operations

- Own the sales process for exhibit space, including managing inquiries, booth assignments,

upsize/downsize requests, relocations, and cancellations.

- Serve as the primary point of contact for sponsor deliverables, including tracking deliverable

deadlines, collecting required assets, and sending reminders.

- Handle data entry and ongoing updates within the exhibit management platform (e.g., Map Your

Show) for exhibitors and sponsors.

- Maintain and update sponsorship and exhibit-related web content for the event website, mobile

app, and online planner.

- Upload sponsorship items into the management portal, including item descriptions, pricing, and

images.

- Draft and distribute all exhibitor and sponsor communications, including fulfillment guides,

deadline reminders, registration details, housing updates, and logistics.

- Coordinate all sponsor session logistics, including A/V, signage, furniture, and other requests

to ensure accurate and timely execution.

Marketing & Communications

- Design and distribute marketing emails promoting exhibit and sponsorship opportunities, upcoming

deadlines, and logistics using Constant Contact.

- Develop visually compelling communications using Canva, and Constant Contact, in alignment with

Academy branding guidelines.

- Support creation of promotional materials such as the Exhibitor Prospectus, sponsorship guide,

floor plan, and exhibitor service kit.

Onsite Support

- Provide exhibitor floor management during move-in, show hours, and move-out; resolve on- site

issues and coordinate with contractors and staff.

- Conduct sponsor room checks, asset checks, and exhibit hall walkthroughs to ensure sponsorship

activations are fully executed and branded elements are in place.

- Manage day-of sponsor event reminders for internal teams, vendors, and sponsors to ensure

seamless delivery.

- Oversee photography reminders for sponsored sessions, signage, activations, and branded spaces

to support post-event reports and marketing.

- Manage shipping and receiving of materials to and from the event site.

Finance & Reporting

- Invoice exhibitors, sponsors, and affiliates; verify payments and input payment data into the

exhibit management portal.

- Prepare check requests and process payments through Mineral Tree and SAP Concur.

- Assist in financial reconciliation and help resolve payment discrepancies.

- Generate and share sales and revenue reports for leadership using data exports from the exhibit

management system.

Project Management

- Maintain a detailed task and deadline calendar in Asana to track deliverables, production

timelines, and milestones.

- Manage and update the Exhibitor Resource Center (portal), including design and content.

- Collect, organize, and manage sponsor logos, images, and multimedia content for use in

directories, signage, presentations, and post-event reports.

- Assist with development and distribution of exhibitor/sponsor surveys and summarize

feedback.

- Bachelor’s degree in Hospitality, Communications, Marketing, Public Relations, or a related field is preferred.

- Minimum five years of experience in sales, tradeshows, or event coordination.

- Proven ability to work independently, prioritize tasks, and follow through with minimal oversight.

- Strong organizational and project management skills with attention to detail and a sense of urgency.

- Clear and professional communication skills, both written and verbal.

- Service-minded with a positive, can-do attitude and a willingness to go the extra mile.

- Proficient in Microsoft Office 365 (Word, Excel, PowerPoint, SharePoint), Canva, and Constant Contact.

- Experience with CRM and exhibit platforms (e.g., Map Your Show, Asana, Salesforce) a plus.

- Comfortable managing logistics in a dynamic event environment; ability to stand or walk for extended periods during meetings.

- Enthusiastic about contributing to a collaborative team and supporting leadership through dependable, goal-oriented work.