Senior Specialist, Events & Trade Shows - We offer a competitive benefits package!The Location: This position is located in
Carlsbad, California at our corporate headquarters.
- Hybrid work schedule. Required to work at least 3 days at Carlsbad, CA office.
What to expect:- We offer competitive medical, dental, vision and matching 401-K plans
- Paid vacation, sick and holidays, tuition assistance, commuter benefits
The Environment:- On-site cafe - affordable custom breakfast and lunch meals and Starbucks drinks!
- Economic friendly services - electric vehicle charging stations on-site
- Ergonomic assessments offered on-site and virtually
Job Overview:Leads the planning and execution of corporate events, meetings, and trade shows that support GIA's marketing, stakeholder engagement, and organizational objectives. Serves as a senior individual contributor responsible for coordinating cross-functional stakeholders, vendors, budgets, logistics, and event deliverables from planning through post-event evaluation. Ensures events and trade shows are executed efficiently, within approved budgets and timelines, and in accordance with GIA brand and service standards. Provides event-planning expertise and identifies opportunities to improve event processes, attendee experience, and operational effectiveness.
Essential Duties & Responsibilities:Event Strategy, Planning & Project Management- Partners with stakeholders to develop Creative Briefs, event objectives, program strategy, requirements, project plans, timelines, and deliverables for assigned events, meetings, and trade shows.
- Leads cross-functional planning & tracks event-specific milestones, dependencies, deadlines, & follow-up through completion.
- Conducts post-event and post-show evaluations, identifies improvement opportunities, and incorporates lessons learned into future programs.
- Stays current on event & meeting-planning practices, trends, tools, and concepts and recommends appropriate improvements.
Corporate Events & Meetings- Plans and executes corporate meetings, GIA-hosted events, special events, and on-site programs for internal and external audiences, including industry members, Research, alumni, students, Board of Governors, Lab clients, and staff.
- Manages event logistics including registration and attendee tracking, meeting space and layouts, hotel rooms, catering, audio/visual requirements, name badges, presentation & collateral support, room setup/tear-down, and other program needs.
- Provides on-site event management and monitors event progress to ensure smooth execution and that service, operational, and brand standards are maintained.
- Coordinates with Facilities, IT, Security, Procurement, Finance, GIA Cafe, and internal partners to support event requirements.
Trade Show Management & Execution- Leads end-to-end trade show coordination and execution, including registration, hotel room blocks, booth layout and production, show services, audio/visual, catering, electrical, internet, signage, displays, and other operational requirements.
- Coordinates promotional activities related to trade shows and marketing events, including booth graphics, print and web advertising, direct mail, show flyers, event programs, giveaways, signage, and displays.
- Serves as the primary point of contact for trade show vendors and partners and coordinates booth production, show services, shipping, installation, dismantling, and return of event assets.
- Leads cross-functional coordination with internal stakeholders to gather requirements, communicate deadlines, and ensure trade show deliverables are completed on schedule.
- Conducts post-show operational follow-up, including vendor follow-up, inventory review, and identification of opportunities to improve future trade shows.
Budget, Vendor & Operational Management- Develops, manages, and tracks budgets for assigned events and trade shows, including vendor estimates, purchase orders, invoice review, expense tracking, and financial reconciliation.
- Coordinates vendor services, facilities, equipment, catering, and other event-related operational requirements.
- Maintains accurate schedules and records of event and meeting activities, including contracts, vendors, menus, budgets, floor plans, entertainment, programs, and space utilization.
- Partners with Procurement, Finance, & leaders to support appropriate purchasing, payment, vendor, & operational processes.
Marketing Collateral & Inventory Management- Oversees inventory of marketing materials and promotional giveaways; anticipates future needs and partners with Marketing program managers and Warehouse Shipping & Receiving to maintain appropriate stock levels.
- Receives and processes marketing-material requests from international colleagues for trade shows, education programs, seminars, and other applicable events.
- Partners with Finance and Shipping to support an effective collateral ordering and fulfillment process and recommends process improvements.
- Serves as the primary contact for coordinating marketing materials, displays, and promotional giveaways for trade shows, sales presentations, marketing programs, education events, and other business needs.
- Performs other duties as assigned.
Job Skills & Abilities:- Communicates clearly and professionally with internal stakeholders, senior leaders, external partners, vendors, and event participants; effectively presents information, manages expectations, and maintains professionalism in high-pressure event environments.
- Plans and manages multiple events, trade shows, projects, deadlines, and competing priorities while maintaining strong organization, accuracy, and attention to detail.
- Independently coordinates complex event and trade show requirements from planning through execution and post-event follow-up, ensuring deliverables are completed on time and in accordance with established standards.
- Builds effective cross-functional relationships and collaborates with Marketing, Facilities, IT, Security, Procurement, Finance, vendors, and other stakeholders to achieve event and business objectives.
- Anticipates issues, evaluates alternatives, and makes sound decisions in fast-paced situations with limited standardization, including resolving unexpected event, logistical, and vendor issues.
- Effectively manages event and trade show budgets, estimates, purchase orders, invoices, expenses, and financial reconciliation while balancing cost, quality, and business requirements.
- Demonstrates strong aesthetic judgment and attention to detail and ensures events, trade shows, collateral, and attendee experiences consistently represent GIA brand and quality standards.
- Applies advanced knowledge of event and trade show management practices, tools, and processes and identifies opportunities to improve operational effectiveness, processes, and event outcomes.
Minimum Qualifications:- Bachelor's degree & 5+ years of related events/meeting planning & training or equivalent combination of education or experience.
- Bachelor's degree or equivalent combination of education and relevant experience.
- Minimum 5 years of progressively responsible experience in corporate events, meetings, trade shows, or a closely related field.
- Demonstrated experience managing event or trade show budgets, vendors, logistics, timelines, and cross-functional deliverables.
- Experience coordinating multiple concurrent events or projects with competing deadlines and stakeholders.
- Proficiency with Microsoft Office Suite and event/registration platforms such as Cvent.
- Certified Meeting Professional (CMP) certification preferred.
Work Environment:- Work is performed in a designated professional office workstation and environment.
- Extensive use of office equipment to include computer, calculator, copier, fax, and other business related machines and software.
- While performing the duties of this job, the employee is frequently required to sit as well as move around, and regularly required to talk or hear.
The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand or walk; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds
Salary Range: $79,000 -$105,000 annually.
Disclaimer: This job description indicates in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification and it may be changed by management at any time. Other duties may also apply. Nothing in this job description changes the at-will employment relationship existing between the Company and its employees.
