[Hiring] Convention Operations Coordinator @National Safety Council

Role Description

The Convention Operations Coordinator supports the planning, coordination, and execution of conference, tradeshow, and exhibit hall operations. This role provides administrative, logistical, and onsite support to the operations team and assists with the successful execution of event-related activities. The Convention Operations Coordinator works under the guidance of the Senior Director and/or Exhibit Operations Manager and is responsible for supporting operational processes, maintaining organization across multiple projects, and assisting with onsite execution. This position is ideal for an individual developing foundational experience in event and exhibit operations.

What You’ll Do:

• Operational & Administrative Support
  • Support day-to-day operational activities related to conferences, meetings, and exhibit hall management
  • Assist with maintaining operational timelines, trackers, and project documents
  • Support preparation and organization of operational materials and reports
  • Assist with scheduling meetings, vendor calls, and operational check-ins
  • Maintain organized electronic files and operational documentation
• Exhibitor & Vendor Support
  • Assist with exhibitor communications and customer service inquiries
  • Support collection and tracking of exhibitor forms, COIs, and required documentation
  • Assist with exhibitor booth approval tracking and follow-up communication
  • Support vendor coordination and communication as directed by leadership
  • Assist with maintaining exhibitor and vendor databases and records
• Exhibit Hall Support
  • Assist with operational coordination for exhibit hall activities, including:
  • Floorplan updates and tracking
  • Move-in and move-out preparation
  • Dock access communication support
  • Exhibitor service coordination
  • On-site operational preparation
  • Signage and material distribution
  • Staffing and scheduling support
• Systems & Technology Support
  • Assist with operational systems and platforms, including:
  • A2Z updates and data entry
  • Dashboard updates
  • Report generation assistance
  • Exhibitor communication support
  • Operational tracking and database maintenance
• Onsite Event Support
  • Provide onsite support during move-in, show days, and move-out
  • Assist with exhibitor and attendee operational questions
  • Support floor managers and operational leadership onsite
  • Help troubleshoot basic operational issues and escalate concerns appropriately
  • Assist with setup, coordination, and execution of operational activities
• Signage & Material Coordination
  • Assist with exhibit hall signage preparation and placement
  • Coordinate distribution of operational materials and exhibitor information
  • Support inventory and tracking of event materials and supplies
• Staffing & Team Support
  • Assist with onboarding preparation for temporary staff and contractors
  • Support preparation of staffing materials and schedules
  • Assist with team communication and onsite coordination
• Site Visits & Event Preparation
  • Participate in operational planning meetings and site visits, as assigned
  • Assist with preparation of site visit materials and notes
  • Support operational logistics planning for assigned events
• Post-Show Support
  • Assist with post-show reporting and operational recaps
  • Support collection of exhibitor and vendor feedback
  • Assist with organizing post-event operational documentation

Qualifications

• Associate's degree in Business, Hospitality, Event Management, Communications, or related field; Bachelor's degree preferred.
• 0-2 years of experience in event planning, convention services, trade show operations, project coordination, administrative support, or related field.
• Equivalent combination of education and experience may be considered.
• Strong organizational and administrative skills
• Excellent written and verbal communication skills
• Ability to manage multiple tasks and deadlines
• Strong attention to detail
• Ability to work collaboratively in a fast-paced environment
• Professional demeanor and customer service skills
• Ability to take direction, learn quickly, and adapt to changing priorities
• Experience with Microsoft Office Suite required
• Experience with A2Z or event management systems preferred, but not required
• Ability to work flexible hours, including onsite event support, as needed

Benefits

• At least 20 PTO days accrued 1st year and 11 paid holidays
• Flexible work arrangements
• Comprehensive medical, dental, vision, and life insurance plans
• Flex spending accounts for medical and dependent care
• 403(b) & Roth 403(b) with employer match up to 6%
• Reimbursable training
• Dress for your day