Job Description

Trade Show & Event Marketing Coordinator

Build Experiences. Elevate Events. Grow Your Career. Are you a master of logistics who thrives on coordinating impactful experiences? Do you wake up energized to manage trade shows, optimize event strategies, and deliver flawless execution? If so, Valet Living wants you on our dynamic marketing team. Valet Living is hiring a Trade Show & Event Marketing Coordinator who knows how to manage high-volume event logistics, collaborate cross-functionally, and elevate brand presence. You'll lead the planning and execution of 150+ small-scale industry events annually, while supporting large-scale activations and signature experiences. We're looking for someone who is highly organized, detail-oriented, and thrives in a fast-paced environment. If you're a proactive problem-solver with a passion for project coordination, this is your opportunity to shine!

Compensation & Work Environment Details:

Pay rate: $25 - $32/ per hour

Schedule: Monday Friday, 8:00 AM 5:00 PM

Location: Remote United States

Travel Requirement: Up to 30% for on-site event support

Work Environment: Fast-paced, collaborative, and cross-functional

What You'll Do:

Event Strategy & Execution

• Plan and manage logistics for 150+ small-scale trade shows and industry events annually.
• Lead execution of large, high-visibility events in partnership with the Industry Principal.
• Oversee venue selection, travel coordination, booth setup, catering, shipping, and hospitality.
• Schedule and support client-facing activities such as lunches, dinners, and happy hours.
• Maintain run-of-show documents, timelines, and calendars for flawless execution.
• Act as the primary point of contact for all event coordination phases.
• Provide logistical direction and brand alignment to on-site teams.
• Manage procurement, inventory, and shipping of promotional materials.
• Coordinate sponsorship deliverables and collaborate with Creative team for on-brand execution.

Cross-Functional Collaboration

• Partner with Industry Principal and marketing leadership to align event strategy with brand goals.
• Collaborate with sales, operations, field teams, creative, and communications for staffing and messaging.
• Maintain centralized events calendar and track campaign deliverables.

Vendor Management

• Manage relationships with booth fabricators, logistics providers, and staffing agencies.
• Negotiate contracts and ensure vendor deliverables meet brand standards and timelines.
• Maintain quality control across booth displays, signage, swag, and marketing materials.

Swag & Promotional Inventory Management

• Oversee sourcing, ordering, and fulfillment of branded swag for events and internal needs.
• Ensure promotional items are cost-effective, timely, and brand-aligned.

Budgeting & ROI Reporting

• Own the event and trade show budget, tracking expenses in Salesforce.
• Prepare expense reports, reconcile invoices, and ensure accurate payments.
• Analyze ROI and stakeholder feedback to support future planning.

System & Process Management

• Maintain and optimize event management systems for seamless execution.
• Create documentation, templates, and SOPs to streamline workflows.
• Track data across events and support broader marketing initiatives.
• Monitor industry trends and competitive landscape for event opportunities.

What We're Looking For:

• Education: Bachelor's degree in Marketing, Business, Communications, Event Management, or a related field.

• Experience: 25 years of experience coordinating trade shows and corporate events of varying size and scale.

• Events: Experience supporting both small tactical events and high-profile national trade shows.

• Logistics: Proven experience with logistics, vendor negotiation, budget tracking, and on-site coordination.

• Project Management: Strong project management skills, with familiarity in tools like Wrike, Asana, or Trello.

• Tech Savvy: Proficiency in Salesforce, Microsoft Word, Excel, PowerPoint, and Outlook.

• Exhibits: Knowledge of exhibit design, promotional merchandise, signage production, and event swag sourcing.

• Problem Solver: Excellent problem-solving, written and verbal communication skills; able to work effectively across departments and with external partners.

• Multitask: Ability to manage multiple deadlines and pivot quickly in a fast-paced, team-oriented environment.

• Travel: Willingness and ability to travel up to 30% for on-site event support.

Preferred Qualifications:

• Strong Communicator: Experience working with executive-level stakeholders and cross-functional teams.

• Social Media: Familiarity with social media platforms and their use in event promotion and content sharing.

• Organized and Detail-Oriented: Strong proofreading and attention to detail, especially for marketing collateral and client-facing materials.

Why You'll Love Working with Us:

At Valet Living, we don't just provide essential services, we build careers, create opportunities, and cultivate a culture of excellence. As part of our team, you'll experience a workplace where leadership is about service, growth is the norm, and every detail matters.

Comprehensive Benefits:

• Health Benefits: Medical, dental, and vision coverage for you & your family, plus HSA with employer contributions and Flexible Spending Accounts

• Financial Security: 401k with company match, life and disability insurance, AD&D, and business travel coverage

• Paid Time Off: Up to 15 PTO days annually + 10 paid holidays, 1 floating holiday, and 1 volunteer day

• Professional Development: Tuition reimbursement up to $5,250 per year and access to our online education center

• Additional Perks: Referral bonuses, pet insurance, associate assistance programs, discount programs, rewards, recognition, and free access to Torch Fitness virtual programs

The final compensation offered will be determined based on various factors, including the candidate's location, level of experience, and skill set. As such, it may fall outside the range listed above.

The application window is anticipated to close 60 days from the date the job is posted.

Ready to put your coordination skills to work where every detail matters? Apply today and help deliver what's next at Valet Living.

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