Senior Trade Show & Event Manager

📋 Description

• Execute assigned events and trade shows from start to finish, adhering to a world-class standard of execution, which includes booth selection, food and beverage ordering, vendor coordination, event supply procurement, on-site setup and execution, budget management, and post-event analysis.

• Supervise on-site event logistics with meticulous attention to detail, ensuring smooth, timely execution at the highest performance level.

• Coordinate essential logistics such as venue selection, audiovisual requirements, transportation, and hotel room blocks, providing exceptional event experiences.

• Develop and manage run-of-show, event schedules, and timelines with accuracy and meticulousness.

• Oversee event registration and ticketing processes, including attendee lists and RSVPs, ensuring precision and a superior attendee experience.

• Leverage online event management platforms (e.g., Cvent) and internal software tracking systems to oversee registration, communications, and event logistics.

• Place and monitor event supply orders through warehouse and inventory systems to guarantee timely delivery and readiness on-site.

• Manage multiple simultaneous events while balancing competing priorities and deadlines.

• Collaborate cross-functionally with internal stakeholders to align event strategy with target attendee profiles and event goals.

• Assist in contract negotiations and coordination with venues, vendors, and suppliers as required.

• Act as the primary contact for event-related communications among key stakeholders.

• Build and nurture strong working relationships and collaboration with external vendors and strategic partners.

• Monitor event budgets in real-time, ensuring all expenses are accurately recorded and aligned with approved spending.

• Create and manage purchase orders (POs), process invoices, and ensure timely vendor payments.

• Reconcile event expenses, including vendor invoices, credit card transactions, and internal expense reports.

• Maintain comprehensive budget trackers and financial documentation for each event.

• Identify budget variances early and ensure adherence to pre-approved financial targets.

• Drive post-event ROI measurement and attribution, including lead tracking, pipeline impact, and engagement metrics.

• Gather and analyze attendee feedback and performance data to assess overall event success.

• Generate post-event recaps and reports, highlighting key insights, outcomes, and recommendations.

• Ensure timely follow-up and lead handoff to sales, with clear tracking of next steps and results.

⛳️ Requirements

• 8–12+ years of relevant experience in executing trade shows, conferences, and events, with a strong emphasis on hands-on logistics and delivery.

• Willingness to travel approximately 30%–40%, including evenings and weekends, to facilitate on-site event execution.

• Strong project management capabilities, with exceptional attention to detail and the ability to manage demanding timelines across multiple priorities.

• Ability to perform effectively in high-pressure, fast-paced, deadline-driven environments with professionalism and composure.

• Strong sense of ownership, accountability, and a positive, team-oriented demeanor.

• Advanced proficiency in Microsoft Office and collaboration tools such as Teams and SharePoint.

• Advanced knowledge of Cvent preferred; experience with additional event management platforms is an advantage.

• CMP or similar industry certification is a plus; a Bachelor’s degree is preferred.

🏝️ Benefits

• Calix is proud to provide comprehensive health and wellbeing programs for our employees, with details available from the recruiter.