We are seeking a highly organized and detail-oriented Conventions Coordinator to support the planning and execution of meetings, conventions, and events. This role plays a key part in ensuring seamless logistics, providing administrative support, and delivering a high-quality experience for attendees, exhibitors, and internal stakeholders. 

Key Responsibilities 

• Provide logistical and administrative support for meetings, conventions, and events 

• Assist with day-to-day operations related to event planning and execution 

• Support exhibitor meeting room coordination and request tracking 

• Provide onsite and pre-event support, including logistics coordination 

• Respond to attendee and exhibitor inquiries via phone and email 

• Assist with website updates and event-related content management 

• Perform data entry and support event-related tools, including chatbot updates and testing 

• Prepare and organize event materials, documents, and reports 

• Track action items and support project timelines to ensure deadlines are met 

• Coordinate shipping, inventory management, and event supplies 

• Provide general administrative support, including calendar management, file organization, and correspondence 

• Take meeting minutes and assist with follow-up on action items 

Qualifications 

• Bachelor’s degree in a related field preferred 

• 0–2 years of experience in hospitality, events, or conventions 

• Strong written and verbal communication skills with a customer-service focus 

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) 

• Excellent organizational skills with strong attention to detail 

• Ability to manage multiple priorities and meet deadlines 

• Self-motivated and able to work both independently and collaboratively 

• Ability to work onsite at headquarters as needed 

• Ability to travel approximately 5% 

Why Join Us? 

This is a great opportunity for an early-career professional looking to build experience in event planning and operations while working in a collaborative, fast-paced environment.

Compensation & Benefits

Competitive salary and comprehensive benefits package which includes medical, dental, and vision plans where we pay 100% of the employee premiums. A retirement plan with a generous match, tuition reimbursement, and the ability to work remotely.

About Vertical Aviation International

VAI is the professional trade association for the international Vertical Take-off & Landing (VTOL) industry and represents more than 1,100 companies and over 16,000 industry professionals in more than 65 countries. Each year, VAI members safely operate more than 3,700 helicopters and remotely piloted aircraft approximately 2.9 million hours. VAI is committed to being the global leader in leveraging, innovating, advocating, and expanding the unique operational capabilities of vertical flight on behalf of our members and for the benefit of society. Our mission is to be the leading global voice in promoting safety, community compatibility, professionalism, innovation, and the economic viability of the industry. VAI is an Equal Employment Opportunity Employer and proudly offers competitive benefits.

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