Senior Trade Show & Event Manager

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Job Description:

  • Execute assigned events and trade shows end-to-end with a world-class standard of execution, including booth selection, F&B ordering, vendor coordination, event supply procurement, on-site setup and execution, budget tracking, and post-event analysis.
  • Oversee on-site event logistics with extreme attention to detail, ensuring seamless, on-schedule execution at the highest level of performance.
  • Coordinate key logistics, including venue selection, audiovisual needs, transportation, and hotel room blocks, delivering outstanding event experiences.
  • Develop and manage run-of-show, event schedules, and timelines with precision and attention to detail.
  • Manage event registration and ticketing, including attendee lists and RSVPs, ensuring accuracy and a high-quality attendee experience.
  • Utilize online event management platforms (e.g., Cvent) and internal software tracking systems to manage registration, communications, and event logistics.
  • Place and track event supply orders through warehouse and inventory systems to ensure timely delivery and on-site readiness.
  • Manage multiple concurrent events with competing priorities and deadlines.
  • Partner cross-functionally with internal stakeholders to align event strategy with target attendee personas and event objectives.
  • Support contract negotiation and coordination with venues, vendors, and suppliers as needed.
  • Serve as the primary point of contact for event-related communications across key stakeholders.
  • Build and maintain strong working relationships and collaboration with external vendors and strategic partners.
  • Track event budgets in real time, ensuring all expenses are accurately recorded and aligned to approved spend.
  • Create and manage purchase orders (POs), process invoices, and coordinate timely vendor payments.
  • Reconcile event expenses, including vendor invoices, credit card charges, and internal expense reports.
  • Maintain detailed budget trackers and financial documentation for each event.
  • Flag budget variances early and ensure alignment to pre-approved financial targets.
  • Drive post-event ROI measurement and attribution, including lead tracking, pipeline impact, and engagement metrics.
  • Collect and analyze attendee feedback and performance data to evaluate overall event success.
  • Create 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 outcomes.

Requirements:

  • 8–12+ years of relevant experience executing trade shows, conferences, and events, with a strong focus on hands-on logistics and delivery.
  • Ability and willingness to travel approximately 30%–40%, including evenings and weekends, to support on-site event execution.
  • Strong project management skills, with exceptional attention to detail and the ability to manage aggressive timelines across multiple priorities.
  • Ability to perform in high-pressure, fast-paced, deadline-driven environments with professionalism and an unflappable attitude.
  • Strong sense of ownership, accountability, and a positive, team-oriented approach.
  • Advanced proficiency in Microsoft Office and collaboration tools such as Teams and SharePoint.
  • Advanced knowledge of Cvent preferred, experience with additional event management platforms a plus.
  • CMP or similar industry certification is a plus; Bachelor’s degree preferred.

Benefits:

  • Calix is proud to offer comprehensive health and wellbeing programs for our employees, details provided by recruiter.
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