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POSITION: Exhibition Operations Associate
DEPARTMENT: Space Sector Programs
REPORTS TO: Exhibition Operations Manager
POSITION SUMMARY/OBJECTIVE:
The Exhibition Operations Associate is a dynamic, outgoing professional who is customer-focused, positive, productive, and highly motivated to "get the job done." This position’s primary function is to take responsibility for post-sale tasks, administrative requirements, reports, filings, status updates, etc., and assist with workflow to facilitate the delivery of products and services to customers and clients after a sale has been made. The Exhibition Operations Associate is responsible for coordinating the flow of information to other departments and keeping pertinent sections of the Space Foundation website up to date.
RESPONSIBILITIES:
The following briefly describes representative responsibilities of this job, but it is not intended to be a complete or all-inclusive listing of activities, duties, or responsibilities that are required of this position:
- Support sales and operations efforts by providing superior customer service.
- Prepare and distribute sales materials, sponsor and exhibitor updates, and correspondence to secure new business and enhance existing relationships.
- Perform essential administrative functions utilizing Microsoft Office, Hubspot, DocuSign, Adobe Illustrator, including answering phones, responding to email inquiries, updating website content, and drafting sales letters, reports, and proposals.
- Maintain accurate sales records and progress reports, and update customer and prospect information within the database as needed.
- Serve as a primary point of contact for exhibitors leading up to and during the Space Symposium, responding to inquiries via phone and email.
- Guide exhibitors through key processes, including booth personnel and visitor registration and uploading company information (logo and description) within the MapYourShow platform.
- Assist with on-site event operations for Exhibitors.
- Collaborate closely with internal teams to ensure a seamless and high-quality exhibitor experience.
- Perform other duties as assigned.
Supervisory Responsibilities
- This position does not have supervisory responsibilities.
Budgetary Responsibilities
- This position does not have budgetary or financial oversight responsibilities.
COMPETENCIES:
- Maintain a positive approach, be passionate about providing outstanding customer service, and always be professional, courteous, resilient, and patient.
- Due to the volume of interaction with external customers, this position requires poise, tact, discretion, and the ability to maintain confidentiality when needed. Prior experience in providing customer support is essential for this position.
- Must be driven, highly organized, and develop a strong understanding of the Space Foundation's mission and sales objectives.
- Able to work independently and as a member of a team. Maintaining close communications with team members at remote locations will be key to this individual's success.
- Computer literacy and basic website maintenance and administration are essential to this position and knowledge of search engine optimization and HTML.
- Effective communication skills are essential. This person must be an expert listener and experienced note taker, able to follow instructions, record essential information, and interpret and describe a customer's needs to the appropriate team member.
- Accuracy and attention to detail are required in all aspects of the position.
- Able to handle multiple competing tasks and demands resulting from frequent changes, delays, or unexpected events calmly and effectively.
QUALIFICATIONS:
- A bachelor's degree in business, management, communication, or related field is preferable
- Applicable work experience in marketing, contract management, business development administration is required
- Computer literacy and basic website maintenance and administration are essential to this position and knowledge of search engine optimization and HTML.
- Demonstrate experience working independently on special projects and assignments and must consistently meet deadlines
- Experience with any of the following is helpful: Hubspot, Capture Technologies IMS System, and MapYour Show. The ability to learn new applications quickly is required.
PHYSICAL DEMANDS:
This position involves extended periods of sitting or standing at a workstation and frequent use of a computer and other standard office equipment. Occasional movement, including walking, lifting, or carrying items of up to fifteen pounds, may be required. Reasonable accommodation will be provided to support individuals with disabilities in performing essential job functions.
WORK ENVIRONMENT:
This role is primarily based on an office environment, with access to standard equipment and furnishings. The employee may occasionally be required to participate in offsite meetings or events, including potential travel as needed. The work environment is quiet to moderate in noise level. Reasonable accommodation will be made for individuals with disabilities.
BENEFITS:
Space Foundation offers a comprehensive benefits package including:
- Medical, dental, and vision insurance
- Employer-paid basic life and AD&D coverage
- Short- and long-term disability insurance
- 401(k) plan with employer contribution
- Paid holidays and generous paid time off
- Access to employee assistance program (EAP)
JOB STATUS:
- FLSA Classification: This position is non-exempt according to Fair Labor Standards Act guidelines, and an individual in this position is eligible for overtime pay.
- Full- or Part-Time: This position is full-time in nature. An individual in this position will work a schedule consisting of 40 hours per week.
- Work Location: This position’s primary work site is at Space Foundation headquarters in Colorado Springs, CO. The nature and responsibilities of this position are such that it is eligible for alternative worksite arrangements, such as working from home or telecommuting, on a consistent or recurring basis. Space Foundation’s current hybrid policy allows for up to two remote days per week.
- Regular Schedule: Usual business days are Monday through Friday, holidays excepted, and usual business hours are from 8:00 A.M. to 5:00 P.M. in the time zone in which the position is located.
EEO STATEMENT
Space Foundation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.
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