The Associate, Events & Exhibits will be responsible for supporting the convention & meetings team members. Main responsibilities will be supporting exhibit and sponsorships for ICBA LIVE and assisting team members for other organizational events throughout the year. This includes maintaining Exhibitor registration, assigning booth spaces, coordinating the exhibits directory as part of the ICBA LIVE mobile app, and exhibitor and sponsorship listings. Additionally, this position will gather COI and all exhibit/sponsorship related forms and help coordinate shipping for events as assigned. They will provide excellent customer service and attention to detail via phone calls, email, and onsite at events.

What You’ll Do

Exhibits

Assist with the administration of all exhibitor activities, including maintaining the exhibitor website, managing forms, confirmations, and communications, registering exhibitor booths and personnel, and tracking all registration materials to ensure accuracy and completeness.
Maintain and update exhibitor company listings across systems, ensuring accuracy for internal records, marketing use, and external visibility.
Support the development and maintenance of exhibitor directories and listings within the mobile app, ensuring all exhibitor information is accurate, complete, and current.
Track and manage exhibitor-related programs and materials, including prize listings, after-hours passes, and other engagement initiatives, ensuring timely updates and coordination.
Assist with exhibitor financial processes, including coordinating invoice distribution, tracking payments, and supporting reporting on booth sales, registrations, and related metrics.
Provide onsite support for exhibitor registration and operations, including coordinating badge preparation and staffing the exhibitor registration desk as needed.

ICBA LIVE

Support attendee registration and customer service by assisting with registration processes and responding to banker inquiries before, during, and after Expo registration periods.
Assist with sourcing, ordering, and coordinating event materials and attendee items, including banker gifts, bags, and related supplies.
Coordinate event logistics, including packing, shipping, and tracking materials to ensure items arrive on time and are properly distributed onsite.

Marketing

Support marketing email campaigns by assisting with the creation, scheduling, and coordination of promotional and RSVP communications.

Work with IT to identify companies that have exhibited previously but not recently for target marketing.
Validate marketing distribution lists by providing updated data and reviewing lists for accuracy prior to campaign deployment.

Administrative/Clerical

Maintain and update internal calendars, including the events team calendar and all-staff intranet calendar, ensuring accuracy and alignment across events.
Provide general support for banker and exhibitor inquiries, including handling calls and responding to frequently asked questions.
Assist with maintaining documentation and records, including updating schedules, forms, website information, and historical reports.
Support collecting signage needs for the convention from a variety of sources.

Maintain convention inventory with Specialist, Meetings & Events.
Any other duties assigned by Events team members.

Additional Meetings

Provide back-up to Specialist, Meetings & Events on Capital Summit and Fall Leadership meetings for registrations, running reports, etc. as needed.
Assist with general meeting coordination, including staff scheduling, parking arrangements, printing materials, and onsite support needs.
Support meeting and event logistics by assisting with the preparation of attendee materials and kits, including assembly, packing, and shipping.
Assist with cross-checking of hotel reservations against Master VIP/Staff list to monitor adjustments & name changes the supervisor submits for staff.

What You Bring

High School diploma required, college degree preferred.
Clerical office training or equivalent experience preferred.
Strong technical proficiency in Microsoft Office Suite, spreadsheet management, database management, email and Internet usage.
CRM and data entry proficiency preferred.
Knowledge of ExpoCad is a plus
Experience with office equipment, such as printers/copiers preferred.
Demonstrate excellent telephone, email, and written customer service skills, with a strong emphasis on active listening to ensure accurate execution of requests; consistently delivers friendly, responsive, and efficient support, maintaining a standard of responding to all inquiries within 24 hours.
Strong time management, organizational skills and attention to detail.
Team-oriented and ability to work independently.
Willingness to collaborate on special projects.
Flexibility and availability to travel 9-15 days per year to ICBA LIVE and additional events as requested.
Ability to work overtime as needed during busy planning months, especially January-March.
Ability to lift up to 45 pounds.

We recognize that candidates may not meet every qualification listed. If your background and experience are close to what we’re seeking, we encourage you to apply.

Benefits of Working at ICBA

Generous and competitive benefits package
401(k) savings plan offering 100% employer match of up to 6% of annual earnings.
Hybrid work environment, monthly work from home stipends, and flexible work hours
Fitness discounts, telemedicine, on-demand therapy, and work-life balance tools
Tuition reimbursement and allowances for professional development
Frequent company social events
Friendly and inclusive workplace culture

The target annual salary range for this role is currently $32,000 to $50,000 based on a regular, full-time schedule. The amount of compensation offered will be determined by several factors, including but not limited to experience, qualifications, location, market data and internal equity.

ICBA is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. ICBA does not discriminate on the basis of race, ethnicity, religion, sex, color, national origin, age, sexual orientation, gender identity or expression, mental or physical disability, genetic information, veteran status, or on any other basis prohibited by applicable law.

Location Eligibility: ICBA is currently only able to hire team members based in the following U.S. locations: AL, AZ, AR, CT, DC, DE, FL, GA, ID, IL, IN, IA, KS, LA, MD, MA, MN, MO, MS, NH, NJ, NC, OH, OR, PA, SC, TN, TX, UT, VA, WI. If you live in one of these states, we welcome your application.

The Independent Community Bankers of America (ICBA)’s guiding mission is to create and promote environments where community banks flourish. We are:

• Dedicated advocates providing community bankers, policymakers and the public with authoritative insights and resources to support and strengthen community banking.

• Knowledgeable, applying their expertise to offer personalized service that addresses the distinct challenges and opportunities facing community banks.

• Community-centered, driving meaningful change that strengthens community banks and the communities they serve. We turn commitment into action and deliver real results.

ICBA’s workplace culture is built on our core values:

• Caring -We support and prioritize your well-being and professional growth.

• Connected - We foster strong relationships that create meaningful impact.

• Collaboration – We are team-oriented and results driven where diverse perspectives are valued, and innovative ideas are encouraged to achieve our common goals.

Join ICBA and further your career while making a lasting impact!

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