Hybrid Coordinator, Trade Shows and Events

at New York City Tourism + Conventions

• Job title: Coordinator, Trade Shows and Events
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $32 - $40 per hour
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, New York City, United States

About the role

• Coordinator supporting Events Department in executing trade shows and client events. Handling logistics, registrations, and ensuring smooth attendee experience in New York office.

Responsibilities

• The Coordinator supports the Events Department in the execution of trade shows, sales missions, and client events by managing administrative workflows, registration processes, member communications, and on-site logistics.
• Create, manage, and report on all event and trade show invitations and RSVPs, including managing Splash RSVP tracking.
• Prepare weekly accounting updates and track cash receipts accurately.
• Process and manage departmental expenses through Expensify, including expense reports.
• Coordinate with Office Services to schedule internal resources and handle all logistical needs, including messengering and shipping for events and trade shows.
• Provide general event support including venue searches, logistical coordination, and internal scheduling.
• Manage all incoming event and trade show registrations.
• Use Simple View to create registrations, update member spreadsheets, process invoice requests, and maintain accurate data.
• Coordinate closely with the Membership Department to ensure member registrations are properly communicated, recorded, and supported.
• Prepare and send invoices for member and partner participation, track payment status in collaboration with Finance.
• Send calendar invites to senior staff for all membership events to ensure proper visibility, attendance, and internal coordination.
• Create and update Member Opportunities on the company website, ensuring information is current, accurate, and aligned with event timelines.
• Serve as a point of contact for member questions related to trade shows, sales missions, deadlines, and requirements.
• Coordinate on-site registration and attendee support for events, trade shows, and sales missions.
• Assist with check-in processes, materials distribution, and general attendee services to ensure a smooth on-site experience.
• Execute sales missions, large trade shows, and associated client events alongside the Manager, supporting logistics, registration oversight, and attendee coordination.
• Assist with day-of needs including staffing support, vendor coordination, and issue resolution.
• Develop and maintain Google Sites for upcoming trade show presentations, ensuring accuracy, updated content, and a professional layout.

Requirements

• College degree or equivalent work experience in related industry
• Cooperative team player / enthusiastic / independent thinker / organized
• Excellent written and verbal communication skills
• Confidence to build and maintain solid relationships
• Proficiency in Excel, Microsoft Office, Power Point, knowledge of Splash, Simple View, Basecamp & Slack.

Benefits

• Hybrid Schedule: 3 days in-office (Tues/Wed required + 1 flex day); Fridays remote.
• Generous Time Off: PTO days and sick time.
• Holidays: up to 12 paid company holidays, plus extended Winter Break.
• Floating Holiday: 1 per year, front-loaded.
• Healthcare: Premium medical, dental, and vision plans, plus HRA and DCA.
• Retirement & Development: Retirement savings plan and professional development opportunities.
• Perks: Quarterly cell phone credit to subsidize your plan and monthly transit/commuter allowance.