Sales Events Coordinator

Welcome to Aventiv! Please watch this brief video to find out if this is the place you want to be! The Sales Events Coordinator will coordinate the regional industry conferences and tradeshows and customer-related events. Reporting to the Sales Marketing Manager, this role helps support the sales team in the field to deepen customer relationships, increase brand awareness, and drive value-add and thought leadership outcomes that generate revenue for the Sales Team. Remote, but Dallas preferred. Manage the campaign process from end-to-end, with an “on-time, on-strategy, on-budget” mentality and hands-on approach, including the approval process, submitting payments, completing registrations, arranging shipping, and being on call to assist the account managers while in the field. Help implement the sponsorship strategy across the sales teams to make an impactful and consistent presence. Support the enhancement, maintenance, and accessibility of relevant collateral (e.g., fact sheets, tradeshow booth collateral). Manage swag inventory and projection modeling for various exhibit and sponsorship Work with the Sales Marketing Manager to manage vendor relationships and Reconcile sponsorship actuals for quarterly reporting and provide monthly budget impact and Maintain Events Calendar on the Rev Ops SharePoint Source event venues and manage the logistics and contract process, collaborating with internal procurement, legal, and accounting departments. Develop detailed event project plans and timelines, including task assignments, deadlines, and contingency planning for each tradeshow or event. Coordinate all event logistics, including venue selection, contract negotiation, catering, audio/visual setup, transportation, and accommodation for staff and guests. Lead pre-event planning meetings with stakeholders to confirm objectives, roles, and Manage on-site event execution, including setup, registration, troubleshooting, and breakdown, ensuring all elements run smoothly and according to plan. Oversee vendor management for all event-related services (e.g., decorators, exhibit builders, technology providers), including sourcing, contracting, and day-of coordination. Create and maintain comprehensive event documentation, including run-of-show scripts, floor plans, contact lists, and emergency procedures. Coordinate event staffing schedules, training, and assignments for booth personnel and support Ensure compliance with all venue, safety, and legal requirements, including insurance, permits, and health regulations. Manage attendee communications, including invitations, confirmations, reminders, and post- event follow-ups. Track and report on event metrics, such as attendance, lead generation, engagement, and ROI, providing actionable insights for future events. Develop and execute event marketing plans in collaboration with the Marketing Manager, including digital promotion, signage, and collateral distribution. Handle post-event activities, including debriefs, feedback collection, reconciliation of expenses, and documentation of lessons learned. Maintain an organized archive of event assets, contracts, and historical data for reference and continuous improvement. Serve as the primary point of contact for all event-related inquiries, issues, and escalations before, during, and after each event. Perform other related duties as Knowledge, Skills, and Abilities: Creative, innovative, and strategic thinker with strong attention to detail Strong oral and written communication skills Demonstrated ability to adapt, implement and manage change and strive for continuous improvement in a high-pressure situation Ability to manage multiple relationships with a variety of internal and external stakeholders Motivated team player with desire to learn and grow Ability to travel up to 10% is required Minimum Qualifications: High school diploma or GED 3+ years’ experience with large-scale conference or regional tradeshow coordination Experience organizing business meetings Excellent organizational and ability to meet deadlines Project management experience on detailed programs with multiple variables and dependencies Financial acumen with the ability to build and manage tradeshow budgets Preferred Qualifications: Bachelor’s degree in business administration, marketing, or related discipline Internet and social media savvy with experience using SharePoint or other Content Management systems, Salesforce, Microsoft Office suite, Keynote, Canva, Physical Requirements: While performing the duties of this job, the employee is regularly required to: stand, sit, talk, hear, and use hands and fingers to operate a computer, telephone, and a variety of office Occasionally, this position may need to reach, stoop, or Salary and Benefits: At Aventiv, our salary and benefits are designed to fit you as a whole person. We offer a salary range based on experience and qualifications to ensure your unique contributions are met with our most competitive offer. $63,678.99 - $72,594.05 per year Eligible for $255 to purchase company equipment (keyboard, monitor, headset, etc. Aventiv is proud to be an equal opportunity employer. All decisions regarding recruiting, hiring, promotion, assignment, training, termination and other terms and conditions of employment will be made without regard to race, color, national origin, biological sex, sexual orientation, gender identity, gender expression, gender presentation, religion, age, pregnancy, disability, work-related injury, veteran status, genetic information, marital status, or any other factor that the law protects from employment discrimination. We do not discriminate based on genetic information in accordance with the Genetic Information Nondiscrimination Act. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.

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