Executive Assistant – Tradeshow Coordinator
C.A. Fortune
full-time
Posted on:
Location Type: Hybrid
Location: Chicago • Illinois • 🇺🇸 United States
Visit company websiteSalary
💰 $80,000 - $90,000 per year
Job Level
Mid-LevelSenior
About the role
- Provide proactive calendar and scheduling management for assigned executives, ensuring alignment with priorities and minimizing conflicts.
- Coordinate travel arrangements, itineraries, and expense reports – balancing cost, time and convenience
- Anticipate needs – both operational and personal before they are voiced ensuring the executive is prepared and give time back to the business
- Client meeting, calendar management, proactive needs of the dedicated teams (ex: client holiday gifts, client/internal meeting coordination, booking and coordinating client dinners/entertainment, etc.)
- Prepare correspondence, meeting agendas, and presentation materials; take and distribute meeting notes and follow-up actions.
- Serve as a liaison between executives and internal/external stakeholders, maintaining professionalism and confidentiality.
- Support special projects, company communications, and event logistics as assigned.
- Plan, organize, and execute company presence at industry tradeshows and events in partnership with Corporate Marketing, Sales, and Client Service teams.
- Manage hotel room blocks, travel logistics, exhibitor and attendee registrations, and shipment coordination for all show participants.
- Develop and maintain show rosters, event briefing documents, and on-site contact lists.
- Coordinate with event organizers, vendors, and internal stakeholders to ensure smooth pre-show planning, on-site execution, and post-show follow-up.
- Track budgets, vendor invoices, and expense reconciliation related to tradeshows in partnership with Finance. Partnering with ELT to determine core attendees.
- Owner of corporate tradeshow playbook & all pre show planning calls.
- Maintain an annual tradeshow calendar and support strategic event planning cycles.
- Partner with Corp Marketing to ensure employees uphold C.A. brand when in attendance and ensure sponsorship support.
- Ex – Swag ordering and coordination, shopping of all tradeshow materials, facilitate all IT needs and meeting rooms
Requirements
- 5+ years of executive or admin support experience
- Experience with events/ tradeshow coordination
- Demonstrate a high level of confidentiality is required
- Office & Outlook proficiency
- Proficient in Excel, PowerPoint, Word
- Experience supporting multiple executives
- Experience managing travel coordination for large groups
- Effective communicator
- A demonstrated competency in multi-tasking and problem-solving with focus on meeting deadlines
- Extremely organized and detail-oriented
Benefits
- 16 days of PTO
- 11 paid company holidays per year
- 2 paid volunteer days per year
- Bonus Eligible
- 3 months fully paid parental leave (regardless of gender)
- Medical, dental, and vision
- Paid company life insurance
- 401k with company match
- Summer hours (half day Fridays from Memorial Day thru Labor Day)
- Work from home flexibility
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
calendar managementtravel coordinationevent logisticsexpense reconciliationmeeting preparationbudget trackingmulti-taskingproblem-solvingdetail-oriented
Soft skills
effective communicatorconfidentialityorganizational skillsproactive needs anticipationprofessionalism