Conference Support Coordinator at LHH Conference Support Coordinator at LHH in Mount Rainier, Maryland Posted in 6 days ago.

Type:

full-time Conference Support Coordinator A well-established nonprofit organization is seeking a Conference Support Coordinator to support exhibitor, sponsor, and conference operations across a major annual industry event and several smaller programs. This is an excellent opportunity for an organized, service-oriented events professional who enjoys coordinating multiple moving pieces, working with external partners, managing event technology, and ensuring exhibitors and sponsors receive a seamless experience from initial onboarding through event execution. The ideal candidate is comfortable balancing administrative responsibilities with customer service, communications, data management, and onsite event support.

Location:

Alexandria, VA Schedule:

Hybrid Hours:

37.5 hours per week

Assignment Length:

9 months, temporary October through

June Compensation:

$23-$26/hour Key Responsibilities Exhibitor & Conference Support Coordinate the exhibitor experience from post-sale onboarding through event completion. Manage exhibitor information, resources, deadlines, credentials, registration requirements, and event logistics. Maintain and optimize online exhibitor portals and event technology platforms. Prepare and distribute timely communications covering important deadlines, registration procedures, event resources, and operational updates. Maintain accurate exhibitor records and coordinate data with registration, housing, vendors, contractors, and internal teams. Prepare invoices, payment reminders, confirmations, and related documentation while maintaining organized financial records. Monitor a shared exhibitor support inbox and respond promptly to questions involving registration, technology, payments, deadlines, logistics, and event policies. Provide professional, solutions-oriented customer service to exhibitors and event partners. Support onsite conference operations, including exhibitor logistics, floor management, and issue resolution. Communications & Marketing Support Draft, coordinate, and distribute exhibitor-focused email communications using an email marketing platform. Adapt approved promotional content for exhibitor outreach and operational announcements. Maintain contact databases and upload/manage distribution lists. Monitor campaign activity and compile engagement metrics to help evaluate communications effectiveness. Sponsor Support & Fulfillment Assist with organizing and tracking sponsor benefits and fulfillment activities. Prepare sponsor fulfillment summaries, event metrics, recognition materials, and benefit documentation. Coordinate with internal teams and external partners to ensure sponsorship commitments are delivered accurately and on schedule. Help track deliverables and resolve issues that could affect sponsor satisfaction. Specialty Conference & Program Support Coordinate exhibitor outreach and marketing communications for smaller conferences and programs. Prepare and administer exhibit agreements and related documentation. Coordinate exhibitor logistics, materials, deliverables, and sponsorship-related requirements. Serve as a primary operational and customer-service resource for exhibitors before, during, and after specialty events. Provide general administrative and logistical support to conference and event activities as needed. Ideal Background The strongest candidates will bring: Experience in conference support, event coordination, conference operations, trade shows, association events, or similar environments. Strong customer service and relationship-management skills. Excellent organization and attention to detail, particularly when managing deadlines and multiple stakeholders. Experience working with event registration, exhibitor, CRM, email marketing, or other technology platforms. Strong written and verbal communication skills. Comfort managing databases, spreadsheets, reports, and routine financial documentation. Ability to coordinate effectively with vendors, contractors, internal departments, exhibitors, and sponsors. Ability to prioritize competing deadlines while maintaining a high level of accuracy. Confidence troubleshooting routine operational and technology-related issues. A proactive, professional approach and willingness to support onsite conference and event activities when needed. Benefit offerings include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and 401K plan. Our program provides employees the flexibility to choose the type of coverage that meets their individual needs. Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State, or local law; and Holiday pay upon meeting eligibility criteria. Equal Opportunity Employer/Veterans/Disabled To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to https://www.lhh.com/us/en/candidate-privacy