Sr. Specialist, Events and Trade Shows

Senior Specialist, Events & Trade Shows – We offer a competitive benefits package!

The Company:

GIA is the world’s foremost authority in gemology. GIA is a global organization with headquarters located in Carlsbad, CA. GIA in Carlsbad boasts a 17-acre ocean view campus that accommodates approximately 800 of its 3,400 total employees worldwide. It offers many competitive health and commuter benefits that promote the well-being of its employees as well as that of the environment.

This position is located in Carlsbad, California at our corporate headquarters.

• Hybrid work schedule. Required to work at least 3 days at Carlsbad, CA office.

• We offer competitive medical, dental, vision and matching 401-K plans

• Paid vacation, sick and holidays, tuition assistance, commuter benefits

• On-site cafe - affordable custom breakfast and lunch meals and Starbucks drinks!

• Economic friendly services - electric vehicle charging stations on-site

• Ergonomic assessments offered on-site and virtually

Leads the planning and execution of corporate events, meetings, and trade shows that support GIA’s marketing, stakeholder engagement, and organizational objectives. Serves as a senior individual contributor responsible for coordinating cross-functional stakeholders, vendors, budgets, logistics, and event deliverables from planning through post-event evaluation. Ensures events and trade shows are executed efficiently, within approved budgets and timelines, and in accordance with GIA brand and service standards.

Provides event-planning expertise and identifies opportunities to improve event processes, attendee experience, and operational effectiveness.

• Partners with stakeholders to develop Creative Briefs, event objectives, program strategy, requirements, project plans, timelines, and deliverables for assigned events, meetings, and trade shows.
• Leads cross-functional planning & tracks event-specific milestones, dependencies, deadlines, & follow-up through completion.
• Conducts post-event and post-show evaluations, identifies improvement opportunities, and incorporates lessons learned into future programs.
• Stays current on event & meeting-planning practices, trends, tools, and concepts and recommends appropriate improvements.

• Plans and executes corporate meetings, GIA-hosted events, special events, and on-site programs for internal and external audiences, including industry members, Research, alumni, students, Board of Governors, Lab clients, and staff.
• Manages event logistics including registration and attendee tracking, meeting space and layouts, hotel rooms, catering, audio/visual requirements, name badges, presentation & collateral support, room setup/tear-down, and other program needs.
• Provides on-site event management and monitors event progress to ensure smooth execution and that service, operational, and brand standards are maintained.
• Coordinates with Facilities, IT, Security, Procurement, Finance, GIA Cafe, and internal partners to support event requirements.

• Leads end-to-end trade show coordination and execution, including registration, hotel room blocks, booth layout and production, show services, audio/visual, catering, electrical, internet, signage, displays, and other operational requirements.
• Coordinates promotional activities related to trade shows and marketing events, including booth graphics, print and web advertising, direct mail, show flyers, event programs, giveaways, signage, and displays.
• Serves as the primary point of contact for trade show vendors and partners and coordinates booth production, show services,…