ADMINISTRATIVE COORDINATOR - SR. ADMINISTRATIVE COORDINATOR - Exhibits / Communications

Who We Are: The Communications Department leads internal and external communications on behalf of SwRI, its broad technical programs, and its staff. Responsibilities include managing websites, magazines, press releases, media relations, brochures and flyers, exhibits and meetings, and more. By joining our team, you will receive an additional $500 in your first paycheck, minus taxes.

Objectives of this Role: Serve as front desk receptionist for exhibits work area, promptly greeting and directing visitors to staff, answering and transferring phone calls and emails, and sorting and delivering mail. Provide general administrative support for the exhibits program, filing and maintaining department supplies as well as creating and processing purchase requisitions, check requests, travel authorizations, expense accounts, and related paperwork.

Review and track upcoming shows, submit contracts for review, secure booth space, coordinate booth services, and submit related payments in a timely fashion. Update upper management on upcoming shows, send out semiannual surveys, and compile an annual report to indicate ROI. Provide new conference information to the web team to maintain the SwRI webpage for trade shows and events and verify updates. Provide backup support to exhibits staff as needed.

Daily and Monthly Responsibilities: Receive visitors, answer phones, respond to email, and manage requests. Perform general administrative functions such as handling mail and making department purchases. Maintain inventory for department office supplies and equipment. Create and maintain documents, databases, and spreadsheets using the Microsoft Office Suite and a specialized database to track show information. Distribute tasks per show to appropriate team members. Communicate with show organizers and show service providers for various needs.

Register staff for any complimentary registrations included with the booth. Initiate business forms and requests to include purchase requisitions, check requests, travel authorizations, expense accounts, non-labor transfers, and related. Assist exhibits team as needed with additional tasks, such as counting brochures, checking returned equipment, labeling cases, and scheduling tasks with other departments. Review financials from each show and close them out.

Requirements: Requires a high school diploma or equivalent. 6+ years: Experience in Clerical, Secretarial or Administrative role with proficiency in utilizing Microsoft Office Suite and willingness to learn specialized software products to support an active exhibits program. Proficiency to learn quickly, show initiative and sound judgment, provide quality and consistent support, follow instructions, meet deadlines, and work under pressure. Operate general office equipment such as telephone systems, copiers, and computers. Work as part of a team. proficient typing and proofreading skills with extreme organization and being detail-oriented required. A valid/clear driver's license is required.