Manager, Events & Exhibit

This position requires weekly in-office work (3 days) in our Washington D.C. office under a hybrid working model.

Position Summary:

The Event and Exhibit Services Manager is responsible for supporting the operations of exhibit, sponsorship and conference services functions. The role ensures smooth execution of attendee, exhibitor, and sponsor benefits while managing communications, registration customer service, and providing administrative support. This position plays a crucial role in ensuring seamless attendee, exhibitor and sponsor experiences while supporting the broader conference team in executing successful events.

Essential Duties and Responsibilities:

Exhibit Sales Operations:

• Serve as a key point of contact for exhibitors, delivering superior customer service.
• Manage the sales email inbox and respond to Exhibitor Customer Service inquiries.
• Prepare materials and coordinate the shipment of items needed for the onsite sales office and booth space selection

Registration, Administrative Support, and Event Logistics:

• Answer incoming attendee inquiries with the assistance of the Registration Company.
• Resolve registration issues and follow up with attendees to ensure a smooth registration experience.
• Assist Associate Director Conference Operations with in-person office meetings/events as needed.
• Proof and provide input for the Attendee, Group, and Exhibitor Registration websites and serve as operational point of contact for all registration issues.
• Work closely with the Associate Director of Conference Operations and registration company on confirmation letters, registration communications and other logistical needs.
• Assist Associate Director Conference Operations with set up and answer inquiries regarding webinars.
• Provide customer service for registration, including handling inquiries and resolving issues with the assistance of the registration company.
• Provide administrative support to the Business Development and Conference Service team.

Concierge of Sponsor Benefits for Events:

• Collect and organize all collateral for sponsor benefits, including logos, advertising artwork, and other promotional materials.
• Schedule rehearsals for sponsor presentations and Keynote sponsorships.
• Review and verify mobile app content to ensure exhibitor information is accurate.
• Collect, review, and approve all exhibitor-related content for the Freeman Exhibitor Service Manual for the Annual Meeting.
• Liaise with exhibitors and sponsors regarding meeting benefits, ensuring all materials and submissions meet requirements.
• Act as the exhibits liaison for external vendors related to Leadership Summit and Annual Meeting, including Freeman Decorating, Convention Center representatives, Registration Company, PSAV, and host hotels.
• Annually travel to the designated Annual Meeting venue and prospective hotels to conduct site visits.

Sales Responsibilities:

• Assist with exhibit rebooking outreach and follow-ups.
• Support the Business Development team with proactive sales communications during peak selling periods.
• Serve as back-up for senior sales team members (e.g., making sales calls or scheduling meetings when needed).
• Help maintain up-to-date sales collateral and coordinate communications related to sponsorship opportunities.
• Identify potential leads from event participants and assist in lead tracking

Salesforce/Nimble Database Management:

• Learn Nimble database functionality and relationship to registration process.
• Collect, investigate, and correct all Business Development return mail within the Nimble database.

Diversity, Equity & Inclusion Commitment:

LeadingAge recognizes the intersectionality of ageism, racism and other forms of discrimination. We are committed to being a just, inclusive, antiracist and equitable community that values and honors the unique qualities, wisdom and lived experience of all people. We are steadfast in our commitment and will invest in opportunities to foster a diverse, equitable and inclusive community, where all are able to meaningfully contribute and thrive.

QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIRED:

• Undergraduate degree in Business Management/Administration or Marketing, or equivalent combination of education and experience, and a minimum of 3 years’ experience in advertising and trade show sales operations, marketing coordination and/or conference management, in a comparable environment, preferably with a membership association. Prior experience reviewing, administering and/or negotiating contracts is preferred.
• Must have analytical thinking skills to operationalize processes and to solve problems.
• Must have excellent interpersonal, communications, customer service, and presentation skills in order to listen and interact effectively and to communicate persuasively with all levels of staff, members, business partners, exhibitors, sponsors, vendors and the public.
• Must have ability to work independently and as a team member, demonstrating strong attention to detail; multi-tasking; organizational; production and financial record keeping/management/reporting skills.
• Must have ability to develop and manage multiple ongoing projects and work plans with varying/overlapping timelines.
• Computer proficiency required including experience using MS Office applications (MS Word, Excel, and Access). Knowledge of Salesforce Database Software preferred. Ability to assess and cultivate technology-based solutions required.
• Experience in exhibit and sponsorship management, event planning, or conference operations.
• Proficiency in event management platforms, registration systems, and CRM databases such as Salesforce/Nimble.
• Ability to multitask, meet deadlines, and manage multiple priorities in a fast-paced environment.
• Willing to travel for site visits and on-site event management.

COMPENSATION AND BENEFITS:

The salary range for this full-time, (37.5-hour work week), exempt, D.C. based position is ($70,600-$74,315). Salary offered may vary depending on relevant factors as determined by LeadingAge, which may include, but are not limited to, background and experience, knowledge, skills and abilities, certifications and licensures, internal equity, geographic location and other organizational needs. Salaries for candidates hired outside of the DMV will have salary adjusted using Economic Research Institute’s, Geographic Tool Assessor.

For full-time positions, we offer:

• Unlimited Vacation after successful completion of the introductory period; 15 hours of Volunteer Time; 22.5 hours of Personal Time
• Accrue 12 days of sick leave per year, to maximum of 60 days or 450 hours.
• The full health & wellness benefits package includes medical, dental, short- and long-term disability and life insurance with generous employer contributions to medical, dental and vision premiums. Employer paid short- and long-term disability life & AD &D and long-term care.
• Employer contribution to Health Savings Account (HSA)
• 11-paid federal holidays
• Opportunity to join our 403(b) savings & retirement plan upon hire by making voluntary contributions. After you have successfully completed one year of service, LeadingAge will match up to 3% of your own per pay period contribution. And LeadingAge will contribute an additional 4% of your semi-monthly gross salary each pay period as a basic employer contribution.

ADA SPECIFICATIONS:

• Ability to communicate information and ideas so others will understand.
• Ability to travel to external meetings both locally and nationally, including periodic overnight travel.
• Normal work requires frequent use telephone and computer (monitor, keyboard, mouse).
• Ability to be mobile at Annual Meeting; Leadership Summit Conference; and other meetings and events.
• May be required to move about frequently in the office to access file cabinets, office equipment, attend meetings, etc.
• May require standing/sitting for prolonged periods of time during meetings and conferences.

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary.

Applicants in need of special assistance or accommodation during the interview process or in accessing our website may contact us by sending an email to employeeexperienceteam@leadingage.org. In your email, please include your name and preferred method of contact, and we will respond as soon as possible.

We are an equal opportunity employer committed to attracting and maintaining a diverse work force. We seek talented, dedicated professionals who have a genuine interest in helping us fulfill our promise to: Inspire. Serve. Advocate. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, status as a crime victim, disability, protected veteran status or any other characteristics protected by federal and District of Columbia laws.