Exhibit Operations Specialist

Exhibit Operations Specialist - REMOTE POSITION

JOB SUMMARY

At GBTA, we value collaboration, innovation, and adaptability along with global diversity, respect and empathy. As a member of our team, you’ll have the opportunity to grow your skills and career in an entrepreneurial environment and make a meaningful impact on the industry and professionals we serve.

The Exhibit Operations Specialist is responsible for exhibit fulfillment, reporting to all departments, controlling all exhibit products, and exhibit operation system management.

RESPONSIBILITIES

Expo Operations

• Responsible for exhibit deliverables for all events, partnering with the sales operation fulfillment team on deliverables and all other tasks needed for the success of an event; support Sponsorship Fulfillment and act as back-up to the Fulfillment team when necessary.
• Respond to exhibit requests, exhibitor agreements and invoices, ability to generate reports.
• Work with head of exhibits to execute the fulfillment process once a booth is sold, including emailing exhibitor confirmations with all details and deadlines, and monitoring and updating the comp allotment process and codes for each booth sale.
• Manage expo database process including continually updating exhibitor contacts and database records, update expo floor plan to website as needed.
• Manage approval process and tracking of expo booth support badges, including tracking the number in show mapping system and reviewing Jotforms from the events team to approve.
• Work with head of exhibits and the marketing team on the development, editing, and production of the exhibitor service manual, Exhibitor Prospectus, and marketing materials for each global expo.
• Work with the show mapping system to develop and maintain floor plans for all five global expos, and collaborate with the general service contractor on floor plan updates and expo floor logistics, including signage, business lounges, exhibitor appointed contractor paperwork and fire marshal approvals.
• Work with meetings department on housing and registration process and deadlines.
• Guide exhibitors through Appointment tool process, such as fielding questions on best ways to use, and communication pieces.
• Assist when needed with the booth design request process (enforcing IAEE rules and regulations), the priority points process, and development of expo selection center details.
• Coordinate exhibitors move-in, move-out, and operational requirements in partnership with internal teams and external contractors.
• Drive incremental exhibit revenue by identifying and upselling additional expo opportunities to exhibitors, while managing the turnkey booth add-on process from selection through fulfillment.

Invoicing

• Create invoices from Salesforce and ExpoFP, and manage the distribution, tracking, and overall management of invoices.
• Partner with Finance and Sales Teams in the collection and auditing of outstanding invoices.

• Other duties as assigned.

REQUIREMENTS

• Bachelor’s degree in marketing, project management or related field. 
• Minimum of 2-3 years marketing, sales operations, or business development experience.
• Strong working knowledge of showing mapping systems such as ExpoFP, Map Your Show, Expocad.
• Strong working knowledge of Salesforce or similar CRMs.
• Strong working knowledge of Cvent.
• Working knowledge of all Microsoft Office products, including strong PowerPoint skills.
• Detail oriented and highly organized, with strong oral and written communication skills.
• Self-motivated, proactive, and comfortable working independently in a remote environment, while thriving in a fast-paced working environment.
• Focus on Team success and cross-team collaboration.
• Ability to work varying hours based on events needs and global time difference accommodations, may include evenings and weekends.

PREFERRED EXPERIENCE AND SKILLS 

• Certified in Exhibition Management (CEM) designation through the International Association of Exhibitions and Events (IAEE) preferred but not required.
• Salesforce certifications.
• Multi-lingual.
  

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Remote work environment. 
• Prolonged periods sitting/remaining stationary at a desk and working on a computer.
• Must be able to remain stationary and move for long periods of time, during events.
• Must be able to work a variety of hours in order to accommodate various meetings and events.
• GBTA welcomes all candidates and supports inclusivity and diversity in the workplace.

TRAVEL REQUIRED

• Up to 15%; based on organizational needs, with possible travel to Annual Convention, GBTA related events, and meetings.
  

Applicants must be authorized to work in the US. 

Please Note: To ensure compliance with all state, county, and local employment and tax regulations, applicants must currently reside in one of the following states to be considered for employment with GBTA. Employment eligibility is also subject to applicable state labor laws and remote work requirements.

This list will be updated periodically as our team expands hiring eligibility to additional states:

AZ; CA; DC; FL; GA; IL; IN; MA; MI; MN; MD; NC; NJ; NY; PA; SC; TX; UT; VA; WA.

Employment offers are contingent upon successful completion of a background check and professional reference checks, conducted in compliance with the Fair Credit Reporting Act (FCRA) and applicable federal, state, and local laws. Candidates will receive any legally required disclosures, authorizations, and notices; and an opportunity to respond before a final employment decision is made. 

The Global Business Travel Association (GBTA) is the world’s premier business travel and meetings trade organization headquartered in the Washington, D.C. area serving stakeholders across six continents. GBTA and its 9,000+ members represent and advocate for the $1.57 trillion global business travel and meetings industry. GBTA and the GBTA Foundation deliver world-class education, events, research, advocacy, and media to a growing global network of more than 28,000 travel professionals and 125,000 active contacts. For more information, visit www.gbta.org and www.gbtafoundation.org and follow us on LinkedIn, YouTube, Twitter and Facebook.   

GBTA Team Values and Culture Statement:

• We recognize our people are our most valued asset, and treat ourselves and each other with kindness, authenticity, and empathy.
• We are curious, innovative and adaptable to a changing world.
• We embrace our global diversity and are committed to a culture where everyone feels welcomed and respected.
• We deliver results by working collaboratively and believe in the power of teamwork to drive long-term change and mutual success. 
• We are driven to create a more sustainable future for both the planet and its people, and a balanced environment where work and life can coexist and thrive.

GBTA is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.