Job Title: Convention Coordinator
Location: Mettawa, IL 60045 (Hybrid: Mon & Fri Remote | Tue-Thu Onsite)
Position Type: 6-Month Contract (Potential for extension or full-time opportunity based on performance and organizational needs)
Position Overview
The Convention Coordinator will provide vital operational, administrative, and financial support for corporate medical and marketing convention planning and execution activities. Working closely with Convention Managers, internal marketing partners, external vendors, and cross-functional teams, this role is key to ensuring seamless convention management processes.
This role is ideal for a highly organized, detail-oriented candidate who thrives in a fast-paced environment, excels at cross-functional coordination, and is eager to learn and grow within the event operations and project management space.
Key Responsibilities
Financial & Vendor Administrative Support:
- Administer convention financial responsibilities by requesting Statements of Work (SOWs), tracking purchase order (PO) requests, monitoring PO numbers (POCNs), and maintaining the central Budget Tracker.
- Collaborate with finance, purchasing, and external vendors to process open invoices, resolve payment disputes in a timely manner, and prevent financial penalties.
- Interface with multiple external vendors to coordinate logistical and administrative deliverables.
Master Calendar & Tracking Management:
- Maintain, update, and consolidate the team's Master Convention Calendar to ensure accurate dates, locations, and status updates for upcoming US conventions.
- Conduct independent research to fill in missing event details and streamline formatting so information is clear and easily digestible for key stakeholders.
Process Documentation & Tactical Support:
- Shadow Convention Managers to learn internal workflows, document critical operational procedures, and build standard operating processes.
- Support day-to-day tactical workflows, including sponsorship routings (SEM/MRF), Approval for Convention Routing (ACR), and virtual booth set-ups.
- Participate in project calls and team meetings to gain operational visibility, support deliverables, and assist with team administration during peak event cycles.
Top 3-5 Core Competencies Required
- Exceptional Communication Skills: Proactive, clear, and articulate communicator who is comfortable asking questions for clarity to eliminate assumptions and prevent operational errors.
- Strong Organizational & Multitasking Skills: Exceptional attention to detail with a proven ability to prioritize tasks, track multiple brand deliverables, and maintain complex spreadsheets/calendars simultaneously.
- Financial Administrative & Process Aptitude: Comfort navigating budget trackers, invoicing procedures, purchase orders (POs), and vendor management processes.
- Project Management Mindset: Strong problem-solving skills, willingness to learn new systems quickly, and a structured approach to managing time-sensitive deadlines.
Qualifications & Experience
- Education: Bachelor's degree preferred (a degree is required for future full-time conversion consideration). High school diploma/equivalent with relevant administrative experience will be considered for the contract duration.
- Experience: Prior administrative, project coordination, budget management, or multi-vendor coordination experience is required.
- Software/Tools: Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint). Experience with Smartsheet or Smartsheet coding/formulas is a strong plus.
- Industry Background: Previous event/convention planning experience or corporate/pharmaceutical event coordination experience is helpful but not required. Event coordination experience from other industries is fully transferable.
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Spectraforce Technologies
Jul 28, 2026