Hybrid Tradeshow & Events Coordinator

at Quantum

• Job title: Tradeshow & Events Coordinator
• Job type: Full Time
• Experience level: Junior, Mid level
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Hoboken, United States

About the role

• Coordinate tradeshow and event logistics for QCi, a quantum hardware and software company. Ensuring effective planning and execution of events while supporting general marketing administration.

Responsibilities

• Oversee the end-to-end coordination of QCi’s tradeshow and event presence, including booth logistics, shipping, vendor and show management, registration, and on-site support (as needed)
• Manage and maintain the company’s master tradeshow and events calendar, ensuring all key dates, deadlines, and internal planning meetings are up to date and communicated
• Track and coordinate all event-related personnel, including attendee lists, speaker submissions, booth staffing and travel arrangements
• Develop and manage event timelines and budgets, ensuring all deliverables are executed on time and within scope
• Collaborate closely with internal stakeholders to align event strategy with overall business and marketing goals
• Serve as the primary liaison with event organizers, contractors, and booth vendors, ensuring seamless communication and execution
• Capture, organize, and track leads generated at events, and coordinate timely follow-up in partnership with the sales and marketing teams
• Maintain and evaluate an annual industry events calendar, identifying new opportunities to increase brand visibility and engagement
• Lead post-event wrap-ups, including lead processing, internal recaps and performance reporting
• Own all conference-related deliverables, such as signage, marketing collateral, branded giveaways, speaking applications and lead capture tools
• Assist in the development of marketing collateral and event materials
• Provide administrative support to the marketing team as needed
• Help maintain brand consistency across event and digital materials
• Assist with administrative aspects of social media, including scheduling posts, organizing content and tracking engagement metrics
• Help with campaign reporting, list management and CRM updates

Requirements

• Minimum 2 years of experience coordinating tradeshows, conferences or corporate events
• Bachelor's Degree (a BA in Marketing or Communications is preferred)
• Comfortable juggling multiple deadlines and priorities
• Experience managing vendors and budgets
• Excellent written and verbal communication skills
• Proficient in Microsoft Office, Google Workspace and ideally one or more marketing tools (e.g., HubSpot and/or Salesforce)
• Strong project management and organizational skills
• Willingness to travel as needed for events (estimated 15–25% of the time)

Benefits

• Professional development opportunities
• Flexible working arrangements