Event Operations Coordinator - with Great Benefits

An Amazing Career Opportunity for an Event Operations Coordinator

Questex, LLC is looking for an Event Operations Coordinator to perform various functions for our events. The Event Operations Coordinator will be tasked with compiling necessary data, liaison with third parties, such as suppliers, exhibitors, sponsors and vendors and attend assigned events on an as needed basis. This position is responsible for aspects of exhibitor, sponsor fulfillment and delegate relations including the management of the sponsorship deliverables, exhibitor communications, Hosted Buyer event Software, floor plan software, and much more.

This position can be remote or work in our D.C. office. The expected base salary for this position ranges from $65K-$68K.

At Questex, you can make an impact by helping suppliers and buyers connect more efficiently and effectively. Questex is a leading global events, media, and business information company, yet we are still a place where your voice is heard, and your ideas are appreciated. So, you can make an immediate difference in our success while advancing your career.

Questex drives business forward through a rich engagement platform centered on leading events and surrounded by data insights and digital communities.

 Check us out here: www.questex.com

Questex Event Performance Team

What is special about event planning at Questex is that our operations teams work very closely with the Questex in market teams who are incredibly knowledgeable in their industries and in tune with their customers’ needs. This helps to ensure the logistics planned for each event are based on our customers’ specific needs which result in an amazing customer experience.

For any type of event, the primary goal is always to ensure the best customer experience. From an operations perspective, we can make the greatest overall impact by focusing on the gatherings, seamless tech and brand experiences. At the receptions and gatherings, we create environments where the attendees, exhibitors and sponsors can interact with and learn from each other. We incorporate the best technology in our registration process to allow for great data collection while providing fast and easy check-in. And we try to create branded experiences where our attendees can interact with our exhibitors and sponsors and experience what they are learning in action.

As our Operations Coordinator, you’ll support Questex’s success by: 

• Coordinates and manages all exhibitor needs to include service kits, floor plans, and sponsorship fulfillment. Familiarity with Salesforce, A2Z, and Expo Cad a PLUS.
• Develops and maintains communications with exhibitors and sponsors to ensure their needs are being met and provide an open forum for them.
• Communicate to all relevant internal departments and subcontractors the specific needs of the customer, both in advance of and during the event as required by the deadline dates specified.
• Updates websites with exhibitor and sponsor logos and any other show related info as requested.
• Manage and deliver all delegate relations communications including ground transfer info, dietary restrictions, and air transportation arrangements.
• Maintain and manage the appointment system (HBS) for our hosted buyer events.
• Creation and distribution of reports, through Sales Force, A2Z and Excel.
• Assist other team members in determining sponsorship fulfillment items such as banner locations, meeting room assignments, web banner ads, signage orders, housing needs, etc. 
• Participate in planning meetings, reviewing the details of events which he or she has been working on, answering questions from staff members, and discussing relevant logistical matters.
• Check that customers’ fulfillment items have arrived to the event venue and are displayed or set up properly prior to the start of the event opening.
• Have a constant presence at the event to greet the customer upon arrival and ascertain any new requests.
• Coordinates with the registration manager all aspects of delegate registration, including advance and on-site registration, lead retrieval systems, temp staffing, lists, etc.
• Pack and ship any materials and supplies needed for the smooth execution of the event.
• Assist in the set up and overall management of the onsite sales office and resign process.
• Travel to the event and be responsible for all on site logistics with the assistance of the operations department.
• Assist operations team with additional assignments and administrative support as needed.

Your Experience and Education include:             

• College graduate with 1-3 years of administrative experience required.
• Excellent communication skills
• Strong attention to detail
• Proficiency with the Windows operating system and Microsoft Office software (Outlook, Word, Excel, PowerPoint)
• Knowledge of Office 365, OneDrive and SharePoint
• Ability to multitask and meet deadlines.
• Travel is mandatory.

Who you are as a Team Member:

• You proactively seek to adopt and implement diversity into your work, including valuing diverse backgrounds, experiences and thinking. You also embrace creating and nurturing a culture of diversity, inclusion, and belonging.
• Exceptional communication skills, both written and verbal. 
• Strong team player and ability to work well with others.

Why Apply?  

• Why we are here:  Helping people live longer and live better by focusing on the Experience Economy.  
• What we do:  We connect buyers and sellers.  
• How we do it:  Easy to work with. We deliver superior results. Provide world-class experiences.  
• Our DNA is our guiding principles:  Collaboration, Honesty & Transparency, Curiosity, Growth, Fun, Purpose Driven  

OUR CULTURE  

At Questex, we listen to each other and to our customers. And we have fun in a fast-paced, vibrant and supportive environment. We’re big on ideas, not on rigid processes, rules or org charts. We know that life can be unpredictable, so we’re flexible and adaptable to change.   

YOUR INITIATIVE  

At Questex, you will join a fast-growing company of bright and ambitious but easygoing people from a diversity of professions, experiences and backgrounds. We keep it real. Like to take the lead? Go for it! We encourage innovative thinking and action. Whether you like to create things, manage things or sell things, you can make your mark at Questex.  

OUR REWARDS/WHAT WE OFFER  

Questex celebrates the contributions of every member of our team by providing a dynamic and caring work environment, competitive benefits package designed to ensure our employees physical and mental health are top priority. The expected base salary for this position ranges from $65K-$68K. Salary offers are based on a broad scope of factors including relevant skills, training, experience, education and where applicable, licensure or certifications obtained. Market, geographic and organizational factors and are also considered. In addition to base salary and a competitive benefits package, and revenue incentive bonus, we offer the following:

• Vacation - 15-20 days depending on years of service
• 12 Paid Holidays 
• Health and Welfare Benefits (medical, dental, vision)
• 100% Company paid Life Insurance, Long Term Disability, and Short-Term Disability coverage
• Parental Leave
• Online Educational Learning Library of over 16,000 courses for employees to enhance and develop their skills.
• Access to Mental Health Resources-Talkspace, & Ginger Virtual Behavioral Health
• 401k, with Matching Contributions to include educational webinars sponsored by our 401K partner
• Mission-driven culture with an enthusiastic, professional team
• Work-life balance
• Discounts through various partnerships

With offices in Washington, D.C., London & Singapore, we are always on the lookout for talented people to join our team.

Questex is an Equal Opportunity Employer –Minority/Female/Disability/Veteran/Gender Identity/Sexual Orientation/ Gender Expression/Age/Military or Veteran Status/Citizenship Status, or other protected characteristics under federal, state, or local law.