Convention Operations Coordinator

National Safety Council • Full-time • Remote • 1h ago

Save lives, from the workplace to anyplace.

The National Safety Council is America’s leading nonprofit safety advocate. We focus on eliminating the leading causes of preventable injuries and deaths. Through leadership, research, education, and advocacy, NSC focuses on areas where most unintentional injuries and deaths occur.

We are currently looking for a Convention Operations Coordinator to join us in our mission to save lives and prevent injuries.

Position Highlights:

The Convention Operations Coordinator supports the planning, coordination, and execution of conference, tradeshow, and exhibit hall operations. This role provides administrative, logistical, and onsite support to the operations team and assists with the successful execution of event-related activities. The Convention Operations Coordinator works under the guidance of the Senior Director and/or Exhibit Operations Manager and is responsible for supporting operational processes, maintaining organization across multiple projects, and assisting with onsite execution. This position is ideal for an individual developing foundational experience in event and exhibit operations.

What You’ll Do:
Operational & Administrative Support

Support day-to-day operational activities related to conferences, meetings, and exhibit hall management
Assist with maintaining operational timelines, trackers, and project documents
Support preparation and organization of operational materials and reports
Assist with scheduling meetings, vendor calls, and operational check-ins
Maintain organized electronic files and operational documentation

Exhibitor & Vendor Support

Assist with exhibitor communications and customer service inquiries
Support collection and tracking of exhibitor forms, COIs, and required documentation
Assist with exhibitor booth approval tracking and follow-up communication
Support vendor coordination and communication as directed by leadership
Assist with maintaining exhibitor and vendor databases and records

Exhibit Hall Support

Assist with operational coordination for exhibit hall activities, including:
- Floorplan updates and tracking
- Move-in and move-out preparation
- Dock access communication support
- Exhibitor service coordination
- On-site operational preparation
- Signage and material distribution
- Staffing and scheduling support

Systems & Technology Support

Assist with operational systems and platforms, including:
- A2Z updates and data entry
- Dashboard updates
- Report generation assistance
- Exhibitor communication support
- Operational tracking and database maintenance

Onsite Event Support

Provide onsite support during move-in, show days, and move-out
Assist with exhibitor and attendee operational questions
Support floor managers and operational leadership onsite
Help troubleshoot basic operational issues and escalate concerns appropriately
Assist with setup, coordination, and execution of operational activities

Signage & Material Coordination

Assist with exhibit hall signage preparation and placement
Coordinate distribution of operational materials and exhibitor information
Support inventory and tracking of event materials and supplies

Staffing & Team Support

Assist with onboarding preparation for temporary staff and contractors
Support preparation of staffing materials and schedules
Assist with team communication and onsite coordination

Site Visits & Event Preparation

Participate in operational planning meetings and site visits, as assigned
Assist with preparation of site visit materials and notes
Support operational logistics planning for assigned events

Post-Show Support

Assist with post-show reporting and operational recaps
Support collection of exhibitor and vendor feedback
Assist with organizing post-event operational documentation

We’re Looking for Someone with:

Associate's degree in Business, Hospitality, Event Management, Communications, or related field; Bachelor's degree preferred.
0-2 years of experience in event planning, convention services, trade show operations, project coordination, administrative support, or related field.
Equivalent combination of education and experience may be considered.
Strong organizational and administrative skills
Excellent written and verbal communication skills
Ability to manage multiple tasks and deadlines
Strong attention to detail
Ability to work collaboratively in a fast-paced environment
Professional demeanor and customer service skills
Ability to take direction, learn quickly, and adapt to changing priorities
Experience with Microsoft Office Suite required
Experience with A2Z or event management systems preferred, but not required
Ability to work flexible hours, including onsite event support, as needed
This is a remote position
Hourly rate: $25 to $28

Reasons You’ll Love it here:
NSC cares about the safety, health, and overall well-being of our employees. We offer competitive benefits, resources, and tools to promote a work-life balance that supports employees during all phases of life. We offer the following:

At least 20 PTO days accrued 1^st year and 11 paid holidays
Flexible work arrangements
Comprehensive medical, dental, vision, and life insurance plans
Flex spending accounts for medical and dependent care
403(b) & Roth 403(b) with employer match up to 6%
Reimbursable training
Dress for your day

Our hiring process is designed to give you the opportunity to shine at each step. It starts with an assessment where you really showcase your drive for the role. From there, candidates selected for the first interview will discuss their skills and how they fit with our team. If you're a match, the second interview takes a deeper dive into your background and how you can contribute to our goals. After that, we'll make our final decision and let you know the outcome. This is our usual process, and we're excited to get to know you along the way!

NSC is a Recovery-Friendly Workplace.
We support individuals in or seeking recovery from substance use disorder by fostering a culture of respect, inclusion, and support. We provide access to confidential resources, reasonable accommodations, and a work environment that values your journey and contributions.

NSC is an equal opportunity employer.