Emerald Expositions

Conference Coordinator – Photo Group

Title: Conference Coordinator Photo Group
Reports to: Operations Manager
Location: San Juan Capistrano, CA

POSITION OBJECTIVE:
Ensure all trade show conference logistical efforts are executed efficiently and in a cost-effective manner.

RESPONSIBILITIES:
•Support Operations and Conference Managers with all pre-show and on-site planning and management for PhotoPlus Expo and Wedding & Portrait Photographers International (WPPI) tradeshows
•Create speaker contract template and track status of speaker agreements
•Collect speaker bios, sponsor logos and photos for use in marketing materials
•Update and maintain speaker database for each event to include contact/badge info, AV, housing requirements and other special requests
•Assist with coordination of speaker travel including hotel reservations–work with travel agents on airfare rates
•Update conference websites with various speaker and session information (speakers, bios, sponsor logos, handouts, headshots and company information)
•Track speaker’s audio/visual requirements, model requests, and special room setups
•Assist conference management in proofreading (conference brochures, show directories and signage)
•Assist with the sponsorship contracting and fulfillment process; and managed sponsorships onsite, as needed
•Track and maintain various Excel spreadsheets and coordinate publication bin inserts, sponsor bag inserts and literature distribution at show entrances
•Coordinate exhibitor meeting-room rentals and act as main contact onsite at shows
•Assist managers with new vendor setup and invoice processing
•Assist with management of housing, as needed
•Assist with final hotel bill reconciliation and auditing
•Serve as a floor manager at additional Emerald Expositions events, as needed
•Travel to assist with pre-show and be on-site, as deemed necessary
•Coordinate various responsibilities as assigned by Operations Managers

KEY COMPETENCIES:
LEADERSHIP:
-Takes charge in a positive way
-Demonstrates initiative, leads by example and motivates others to follow
-Respected by others for job/technical expertise and high standards maintained

ACCOUNTABILITY:
-Takes pride and ownership in delivering quality customer service
-Takes responsibility for own actions
-Handles stressful situations with maturity

TEAMWORK:
-Cooperates with others and proactively contributes to a positive working environment
-Puts company and departmental goals above individual interests-contributes to the development of team goals and plans
-Attempts to see the value of others’ ideas and suggestions even if they differ from his/her own

PLANNING & CONTROL:
-Manages time wisely–proactive not reactive
-Generates new ideas and concepts in operations and services
-Handles multiple tasks accurately and works at an appropriate pace
-Utilizes all available resources to meet deadlines

CLIENT FOCUS:
-Communicates proactively with internal and external clients
-Ensures client satisfaction through targeted measures
-Develops an understanding of client business issues

PROBLEM SOLVING & JUDGMENT:
-Keen ability to identify and resolve work related problems
-Sets priorities and adopts strategies which balance short term and long range objectives
-Finds answers and creates solutions with limited structure and/or specific direction

QUALIFICATIONS:
•Knowledge and understanding of meeting/event planning principles, requirements and procedures
•Proficient using Microsoft Word, Excel and Outlook
•Highly motivated, organized and capable of functioning with minimal direction
•Work well within in a fast-paced environment with changing priorities
•Able to make administrative/procedural decisions and judgments
•Excellent time-management skills
•Strong interpersonal and communications skills
•Ability to travel up to 20% of the year (approximately 4-6 weeks a year)
•College degree preferred and/or equivalent industry experience (1-3 years preferred)

Apply with a cover letter explaining how you qualify for the position along with your resume and your salary requirements/history.