Trade Show Event Specialist

Trade Show Event Specialist

Located in Schenectady, NY

Job Type: Full-time

Pay: $26-$30 / hour

Benefits:

• 6 standard paid holidays
• Health & dental insurance
• 401K option with a 4% company match

About the Role:

Are you a relationship-driven professional who thrives in a fast-paced environment? We're looking for an Event Specialist to manage trade shows and corporate events from initial client consultation through successful event execution. This dynamic role combines sales, customer service, logistics coordination, accounting support, and hands-on event management to deliver exceptional experiences for our clients and their guests.

If you enjoy building lasting client relationships, coordinating complex events, and seeing projects come together from start to finish, we'd love to hear from you.

Key Responsibilities:

• Serve as the primary point of contact for trade show organizers and corporate clients throughout the planning and execution process.
• Consult with clients to understand event objectives, venue requirements, exhibitor needs, timelines, and rental solutions.
• Recommend products and services that align with each client's goals, budget, and event vision.
• Build long-term relationships through exceptional customer service, proactive communication, and reliable follow-through.

• Conduct site visits to evaluate venues, access points, floor plans, and logistical requirements.
• Coordinate with venues, show management, and vendors to ensure smooth load-in, load-out, delivery schedules, and event operations.
• Assist with inventory planning and product procurement to support recurring trade shows, large-scale events, and evolving client needs.
• Develop and maintain accurate event documentation, including timelines, layouts, booth assignments, setup instructions, and logistical notes.

• Serve as a trusted resource for exhibitors and corporate clients by providing knowledgeable recommendations and responsive support.
• Ensure client needs are addressed promptly while maintaining a high level of professionalism throughout the event lifecycle.

• Provide hands-on support during event installations and breakdowns, including early mornings, evenings, weekends, and trade show schedules as needed.
• Oversee on-site setups to ensure rentals are installed accurately, safely, and on schedule.
• Respond quickly to last-minute changes and on-site challenges while maintaining a positive client experience.

• Process incoming event payments and maintain accurate payment records.
• Prepare bank deposits and assist with financial recordkeeping.
• Enter invoices, bills, and receipts into Quick Books.
• Reconcile company credit card statements and support routine accounting functions.
• Review weekly event schedules and communicate closely with warehouse, logistics, and operations teams to ensure every event is fully prepared for execution.

Requirements:

• Strong sales and relationship-building skills with a passion for delivering outstanding customer service.
• Excellent organizational, time management, and multitasking abilities.
• Exceptional attention to detail and the ability to manage multiple projects simultaneously.
• Strong communication and problem-solving skills with a calm, professional approach under pressure.
• Experience with Microsoft Office and Quick Books or the ability to quickly learn new software.
• Willingness to work a flexible schedule, including occasional early mornings, evenings, weekends, and event-specific hours.
• Previous experience in event planning, trade shows, corporate events, hospitality, project coordination, sales, or customer service is preferred.

Join our team and play an integral role in creating successful trade shows and corporate events while building lasting partnerships with clients who count on us to deliver excellence every time.