VectorNav Technologies

Trade Show and Communications Coordinator

VectorNav Technologies

full-time

Posted on:

Location Type: Hybrid

Location: Dallas • Texas • United States

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About the role

  • - Plan and execute end-to-end logistics for 20+ annual trade shows and conferences (AUSA, SOFIC, AUVSI, Sea Air Space, etc.) Coordinate booth reservations, floor plans, exhibit design, graphics, signage, setup/teardown, and shipping logistics
  • - Manage travel arrangements (hotels, ground transportation) for sales, BD, and engineering teams
  • - Maintain booth inventory and ensure all materials are current, professional, and event-ready
  • - Coordinate pre-show planning meetings with sales/BD teams to align on objectives and messaging
  • - Troubleshoot on-site issues and manage lead capture and post-show follow-up processes
  • - Track all deadlines, budgets, and vendor invoices
  • - Build and manage relationships with exhibit houses, freight companies, hotels, show organizers, and service providers
  • - Negotiate contracts, manage vendor performance, and coordinate show services (electric, internet, A/V, furniture)
  • - Work with internal teams (sales, BD, engineering, marketing) and external contractors on event requirements
  • - Draft event announcements, press releases, and post-show recaps for distribution to trade publications
  • - Capture event content (photos, quotes, success stories) for use in company communications
  • - Support social media coverage during events (LinkedIn updates, photo sharing)
  • - Maintain relationships with defense trade publication editors and writers

Requirements

  • - 3-5+ years of event planning, trade show coordination, or similar logistics-heavy role
  • - Proven ability to manage multiple projects simultaneously with competing deadlines
  • - Extreme attention to detail and organizational skills
  • - Strong vendor negotiation and relationship management
  • - Comfortable working with budgets and tracking expenses
  • - Ability to travel to events (20-30% travel, mostly domestic)
  • - Willingness to work occasional weekends/evenings during show season
  • - Proficiency with project management tools (Asana) and spreadsheets
  • - Professional communication skills (you'll interface with executives, customers, vendors)
Benefits
  • - **Compensation & Benefits**: Market-based salaries and full benefits including health/dental/vision, 401(k), PTO, and professional development funding.
  • - **Perks**: Company-wide catered lunch every Friday. Fully stocked break room complete with billiards, ping pong, foosball & more.
Applicant Tracking System Keywords

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

Hard Skills & Tools
event planningtrade show coordinationlogistics managementvendor negotiationbudget managementproject management
Soft Skills
attention to detailorganizational skillsrelationship managementcommunication skillsability to manage multiple projects