Marketing Events Specialist

The American Association for the Advancement of Science seeks an Events Specialist, working within the Marketing team, to plan and execute trade show and special events to support Publishing, Membership, and other departments across the organization. This is an important position that oversees approximately 40 US and international trade shows, plans and executes receptions, customer events, and oversees our external vendor for fulfillment sponsorships and distribution. This position reports to the Associate Director, Publishing Marketing. The Events Specialist will work closely within the Marketing team and with a variety of customers including Membership, Editors, and Publishing staff. In addition, this position will interact with external vendors including hotels, convention services, shippers, and the fulfillment house.

Major duties and responsibilities:

  • Plan and execute logistics for approximately 40 trade shows each year including booking and confirming booth space, ordering all equipment and furniture, and any other needed supplies.
  • Negotiate and handle details for additional sponsorships with the host organization (i.e. booking ads in the program, pre-event emails, bag inserts, etc.), working closely with marketing for suggestions.
  • Coordinate with the fulfillment house to ensure that all needed materials are packed and shipped and arrive on time to each trade show location.
  • Maintain the inventory of the fulfillment house and reorder materials on a regular basis while keeping the marketing staff up to date and trained on the system.
  • Lead planning meetings with marketing managers and others to document and make recommendations on logistics, booth needs, events, and coordinate collateral that needs to be shipped to the site. Provide due dates and other information to ensure that all printed materials arrive at the fulfillment house to be stored and shipped.
  • Manage external vendors to ensure that all copies of Science and other journals are sent on time to each show where distribution has been arranged in advance.
  • Plan receptions including venue selection, food and beverage orders, etc., working with external groups to coordinate all logistics for a smooth event and with internal marketing managers to let them know the specifics of the event so they have ample time to design invitations.
  • Ownership of the master AAAS calendar of events: work with executive team and directors to monitor all department events and report back on areas of synergy and overlap.
  • Manage budget for each event and provides recommendations to business units with regard to event management decisions.
  • Create and maintain financial event reporting documents for the internal client to include estimates for future budget cycles, logistics budget summaries and submission of comprehensive post-event reporting information.

Minimum requirements:

  • 4 year degree or equivalent business experience
  • 3-5 years of experience planning and overseeing logistics to support trade shows, meetings, and other special events. International trade show and event planning a plus
  • Experience working with trade show vendors
  • Meticulous attention to detail and superior organizational skills
  • Experience in managing event costs and an annual trade show budget
  • Ability to manage complex and fast-changing program elements and prioritize effectively in response
  • Ability to work in a collaborative team environment, build relationships, and provide a high level of customer service

AAAS is an EO employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, gender identity, national origin, age, disability, veteran status, or other protected category. AAAS uses E-Verify to confirm the employment eligibility of all newly hired employees.

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