Event Admin

Event Admin at Hydraulic Institute Event Admin at Hydraulic Institute in Mountain Lakes, New Jersey Posted in 5 days ago.

Type:

full-time

Job Description:

Company Description:

The Hydraulic Institute, is the largest association of pump manufacturers in North America. For more than 100 years, HI has worked to advance the industry through standards development, educating the global marketplace, advancing pump system efficiency and advocating for the industry. HI's educational foundation, Pump Systems Matter (PSM) provides focus on pump systems education and resources to help optimize pumping systems, save energy and lead to a sustainable future. Candidates that want to be involved with a small, but vital organization that works to improve the world around us are encouraged to apply.

Role Description:

The Event Admin is responsible for assisting in the planning, organization and execution of conferences and trade shows. The ideal candidate is a disciplined administrator who brings attention to detail, organization, and reliability to complex event logistics. They understand that exceptional attendee experiences are built through preparation, detailed documentation, and consistent follow-through. This role is ideal for a candidate who values stability and is motivated to develop and advance with our organization.

Responsibilities:

Support HI event & trade show logistics Create registration site, coordinate and develop communication to attendees Maintain detailed project timelines, run-of-show documents, and logistical checklists Coordination and execution of sponsor deliverables Coordinate venue logistics including room setups, audiovisual requirements, catering, and event materials Prepare event materials including badges, signage, registration packets, and on-site supplies Track registration data and support accurate reporting for internal teams Support participant communications including confirmations, reminders, and logistical instructions Respond to logistical inquiries in a timely and professional manner Assist with post-event evaluations and feedback collection Plan and coordinate company participation in industry trade shows and conferences Manage booth logistics, shipping, supplies, signage, and collateral Track leads and coordinate post-event follow-up with business development and marketing teams Track conference and trade show expenses against budget Assist with the planning of marketing related to conferences and trade shows

Position Requirements:

At least 2 years of experience in event coordination hospitality, conference services or related role Demonstrated history of strong organizational and time management skills Ability to manage multiple logistical priorities simultaneously Excellent written and verbal communication skills Ability to travel and work on-site during events and lift event materials, up to 50 lbs. as needed Comfortable in hybrid work environment - in office 3 days, remote 2 days Proficient in MS Office products: Word, Excel, PowerPoint, Outlook Knowledge of WordPress or other similar web platforms helpful Proficient in Canva and/or Adobe Creative Suite helpful but not required Knowledge of Salesforce, Fonteva or similar CRM is helpful but not required Knowledge of the pump industry or previous association experience is a plus but not required

Benefits:

HI offers a highly competitive benefits package, including medical, dental, vision, disability, and life insurance coverage; eligibility to participate in a generous retirement savings plan (after one year of employment); competitive paid time off for vacation and sick leave.

Schedule:

Monday through Friday, 7.5 hour days/37.5 hours per week Must be able to work a flexible schedule based on the needs of the Institute, which can include weekends, early mornings or late nights, as needed Required travel at minimum 3 times per year to attend/execute HI events