Qualus

Events Specialist

Qualus

full-time

Posted on:

Location Type: Office

Location: Lake Mary • Missouri • United States

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About the role

  • Develop and maintain a strategic annual events marketing plan and master schedule to increase the company’s visibility and presence within the industry.
  • Manage and coordinate the full end-to-end planning and execution of all events, leveraging internal teams and external vendors to ensure successful delivery.
  • Maintain comprehensive market intelligence on clients, leads, exhibitors, competitors, and broader industry trends.
  • Oversee department event budgets and submit documentation to Finance in a timely manner.
  • Maintain and track inventory of all event materials, including banners, tablecloths, displays, swag, and printed or branded assets.
  • Coordinate shipping and logistics for all events, ensuring materials arrive on time and in proper condition.
  • Build and maintain digital invitations, external emails, social media posts
  • Capture event photography and videography using mobile device to support post-event storytelling, social media content, marketing collateral, and internal communications.
  • Lead all pre-event planning, including budget creation and project management of all logistics.
  • Secure sponsorships, booth spaces, and event locations.
  • Manage registration processes, attendee lists, and cross-departmental participation.
  • Plan food and beverage needs, entertainment, audio-visual requirements, and shipping logistics.
  • Schedule and facilitate pre-conference internal planning meetings to align goals, expectations, and responsibilities.
  • Serve as the onsite lead, overseeing setup, breakdown, vendor coordination, and all real-time problem solving.
  • Ensure all booth elements, branding, signage, and event materials are installed to brand standards.
  • Facilitate and lead post-event debriefs with key stakeholders to identify leads, wins, challenges.
  • Support QualU’s annual training programs by promoting offerings across conferences and identifying new opportunities to elevate QualU’s visibility.
  • Partner with internal stakeholders to ensure training initiatives are seamlessly integrated into event planning, marketing, and onsite engagement.
  • Create and maintain all career-fair materials including branded tablecloths, banners, signage, and swag, ensuring Talent Acquisition has the necessary inventory.
  • Assist client engagement experiences such as golf outings or appreciation dinners.
  • Support internal leadership meetings by assisting with communications, venue selection, catering, AV, materials, agendas, and attendee needs.

Requirements

  • AA/BA degree in Marketing/Communications
  • 3-5+ years experience managing B2B and B2C trade shows and conferences
  • Experience coordinating small and large-scale events
  • Ideal candidate will be enthusiastic, results driven with the ability to drive communications to all stakeholders internally and externally, communicating with technical subject matter experts in the industry
  • Demonstrated ability to deliver exceptional customer service, manage expectations, and think proactively when managing relationships
  • Must be able to handle multiple types of events in parallel with great attention to detail
  • Must be able to pivot priorities efficiently in a fast-paced environment
  • Strong organizational skills and interpersonal skills
  • Excellent communication skills, written and verbal
  • Experience with Power Point, Word, Excel, Canva, VantagePoint Deltek, Adobe Suite, Salesforce
  • Travel up to 30% as needed to assist in events
Benefits
  • Medical
  • Dental
  • Vision
  • Life Insurance
  • Short and Long-Term Disability
  • 401(k) match
  • Flexible Spending Accounts
  • EAP
  • Parental Leave
  • Paid time off
  • Holidays
Applicant Tracking System Keywords

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

Hard Skills & Tools
event planningbudget managementproject managementmarket intelligencecustomer servicelogistics coordinationsponsorship managementregistration managementevent marketingphotography
Soft Skills
organizational skillsinterpersonal skillscommunication skillsresults drivenattention to detailproactive thinkingability to manage expectationsenthusiasmflexibilityteam collaboration
Certifications
AA/BA degree in MarketingAA/BA degree in Communications