Coordinator, Trade Shows and Events

INTERNAL POSTING

At New York City Tourism Conventions New York Citys official tourism organization thats both our pleasure and our responsibility. We are a team of proud New Yorkers and New Yorkers at heart who love representing the five boroughs to the globe.

Our mission has always been to share the positive image of New York City with the world and help build the Citys prosperity. We are committed more than ever to featuring diverse voices in our channels who speak to NYCs many cultures and make NYC the worlds most dynamic and exciting travel destination.

We are seeking an organized resourceful and versatile coordinator based in NYC with strong external and internal communication skills to help us manage trade shows and events with the below scope accountabilities and responsibilities.

Position Scope: 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. This role requires strong attention to detail excellent organizational skills and the ability to collaborate effectively across departments and with external partners.

Administrative & Operational Support

• 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.

Registration & Member Management

• 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.

Member-Facing Support

• 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.

On-Site Registration & Attendee Services

• 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.

Event Execution & Department Support

• 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.

Digital & Presentation Support

• Develop and maintain Google Sites for upcoming trade show presentations ensuring accuracy updated content and a professional layout.

Qualifications:

• 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.

Apply With:

• Resume
• Cover Letter (optional)

Applicants for this position must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.

We offer a competitive benefits package including:

• 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.

NYC Tourism Conventions Commitment to Diversity Equality and Inclusion

Here at NYC Tourism Conventions we are an equal opportunity employer committed to our diversity and inclusiveness. We provide equal work opportunities for all and prohibit discrimination and harassment of any type. All qualified applicants will be considered without regard to race color nationality gender gender identity or expression sexual orientation religion disability or age. We strongly encourage women people of color members of the LGBTQIA community people with disabilities and veterans to apply.

If you need reasonable accommodation for any part of the application process because of a medical condition or disability please send an email to let us know the nature of your request.

If you think you might thrive in this environment we would love to hear from you!

Required Experience:

Junior IC