Posted: 18-Feb-26
Location: Chicago
Type: Full Time
Salary: $45,000
Categories:
Preferred Education:
Additional Information:
ABOUT SWE:
The Society of Women Engineers (SWE) for more than seven decades has given women engineers a unique place and voice within the engineering industry. Our non-profit organization is centered around a passion for our members’ success and continues to evolve with the challenges and opportunities reflected in today’s exciting engineering and technology specialties.
OUR VALUES:
Integrity | Inclusive Environment | Mutual Support | Professional Excellence | Trust
Our values shape our culture, drive our decisions, and define who we are. These values serve as the compass for our actions, encouraging a shared sense of purpose among our staff and sets the standard for how we conduct business.
JOB DESCRIPTION:
We are seeking a Coordinator, Events who embodies the values, principles, and priorities that guide our initiatives as we continue to make a lasting impact on the future. The ideal candidate is someone who is highly organized, thrives in a fast-paced, dynamic environment and is skilled at managing multiple projects and timelines simultaneously while consistently meeting deadlines. The ideal candidate will be a problem-solver who is motivated to tackle new challenges, navigate complex tasks, and deliver high-quality results under pressure. Attention to detail is a must, as is the ability to adapt to evolving priorities and tasks.
The position of Coordinator, Events reports to Director, Events
CORE RESPONSIBILITIES:
REGISTRATION MANAGEMENT: 40%
- Manage and resolve all Salesforce Service Tickets related to registration for Annual Conference and WE Local Events throughout the year
- Assist with creation, assignment, and management of all registration codes
- Provide end-to-end support for the registration process, from initial setup through post-registration assistance
- Run all reports through as needed
- Serve as a key on-site team member for Annual Conference registration setup and operations throughout the conference
SPONSORSHIP/PARTNERSHIP & DELIVERABLES ANNUAL CONFERENCE: 30%
- Partner with the Events Team leadership to plan, coordinate and execute all sponsorship and partnership deliverables for the Annual Conference, ensuring alignment with the contractual commitment of the sponsors/partners
- Maintain and continuously update the SWE Annual Conference Partnership tracker, ensuring accuracy and real time visibility of deliverables, deadlines, and sponsor/partner assets
- Serve as the primary contact to partners, proactively managing outreach, and collection of deliverables, logos and other assets needed for each partnership
- Coordinate the ordering and distribution of promotional items, ribbons, and other sponsor related materials
- Assist with the tracking and managing sponsorship/partnership and exhibition contracts
EXHIBITOR MANAGEMENT: 10%
- Assist with the development of the Exhibitor Services Manual and the monthly Exhibitor Bulletin
- Responsible for the overall exhibitor/trade show floor plan management to include (but not limited to) sign and edit Exhibitor and Interview Booth Floor Plan/s, be the primary contact for anything that needs to be addressed in EXPOCAD (renting of booths, deleting booths, changing floor layout, etc.)
- Responsible for any exhibitor changes that need to be made throughout the planning process
- Work directly with the GSC throughout the entire planning process
- Oversee all deliverables for partners/exhibitors
- Help exhibitors with technical difficulties (lead changes, login issues, description changes).
- Run Expocad reports as needed
GENERAL RESPONSIBILITIES: 20%
- Create and update SOPs for new systems and processes as they arise
- Bring innovation and invention to event planning
- General assistance with Annual Conference as needed
- General assistance with WE Local conferences as needed
- Other duties as assigned
DESIRED SKILLS:
- Knowledge of Cvent, Expocad, Salesforce preferred
- Strong organizational skills with attention to detail; ability to follow schedules and prioritize to meet tight deadlines while managing multiple initiatives simultaneously
- Exceptional customer service skills, a focused listener, and a problem solver
- Ability to work with creativity and flexibility in a fast-paced, high pressure environment
- Ability to work independently as well as collaboratively with internal and external stakeholders
SUPERVISORY RESPONSIBILITIES:
This position currently has no direct reports.
TRAVEL & SCHEDULE:
This position works 40 hours a week. Travel can be expected 20% of the time.
EDUCATION AND/OR EXPERIENCE:
- Associate degree or appropriate meetings and exhibits industry designations preferred
- 1-2 year experience working in Salesforce
- 2 years experience working directly with Expocad
- Basic knowledge of Google applications
- Basic knowledge of Smartsheet
- Strong computer skills including Microsoft Office applications; Internet and technologically savvy.