New York City Tourism + Conventions

Coordinator, Trade Shows and Events

New York City Tourism + Conventions

full-time

Posted on:

Location Type: Hybrid

Location: New York City • New York • 🇺🇸 United States

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Salary

💰 $32 - $40 per hour

Job Level

Mid-LevelSenior

About the role

  • The Coordinator supports the Events Department in the execution of trade shows, sales missions, and client events by managing administrative workflows, registration processes, member communications, and on-site logistics.
  • Create, manage, and report on all event and trade show invitations and RSVPs, including managing Splash RSVP tracking.
  • Prepare weekly accounting updates and track cash receipts accurately.
  • Process and manage departmental expenses through Expensify, including expense reports.
  • Coordinate with Office Services to schedule internal resources and handle all logistical needs, including messengering and shipping for events and trade shows.
  • Provide general event support including venue searches, logistical coordination, and internal scheduling.
  • Manage all incoming event and trade show registrations.
  • Use Simple View to create registrations, update member spreadsheets, process invoice requests, and maintain accurate data.
  • Coordinate closely with the Membership Department to ensure member registrations are properly communicated, recorded, and supported.
  • Prepare and send invoices for member and partner participation, track payment status in collaboration with Finance.
  • Send calendar invites to senior staff for all membership events to ensure proper visibility, attendance, and internal coordination.
  • Create and update Member Opportunities on the company website, ensuring information is current, accurate, and aligned with event timelines.
  • Serve as a point of contact for member questions related to trade shows, sales missions, deadlines, and requirements.
  • Coordinate on-site registration and attendee support for events, trade shows, and sales missions.
  • Assist with check-in processes, materials distribution, and general attendee services to ensure a smooth on-site experience.
  • Execute sales missions, large trade shows, and associated client events alongside the Manager, supporting logistics, registration oversight, and attendee coordination.
  • Assist with day-of needs including staffing support, vendor coordination, and issue resolution.
  • Develop and maintain Google Sites for upcoming trade show presentations, ensuring accuracy, updated content, and a professional layout.

Requirements

  • College degree or equivalent work experience in related industry
  • Cooperative team player / enthusiastic / independent thinker / organized
  • Excellent written and verbal communication skills
  • Confidence to build and maintain solid relationships
  • Proficiency in Excel, Microsoft Office, Power Point, knowledge of Splash, Simple View, Basecamp & Slack.
Benefits
  • Hybrid Schedule: 3 days in-office (Tues/Wed required + 1 flex day); Fridays remote.
  • Generous Time Off: PTO days and sick time.
  • Holidays: up to 12 paid company holidays, plus extended Winter Break.
  • Floating Holiday: 1 per year, front-loaded.
  • Healthcare: Premium medical, dental, and vision plans, plus HRA and DCA.
  • Retirement & Development: Retirement savings plan and professional development opportunities.
  • Perks: Quarterly cell phone credit to subsidize your plan and monthly transit/commuter allowance.

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
event coordinationlogistical coordinationregistration managementaccounting updatesexpense managementdata maintenanceinvoice processingcheck-in processesattendee supportvendor coordination
Soft skills
team playerenthusiasticindependent thinkerorganizedwritten communicationverbal communicationrelationship building
Certifications
college degree