Convention Operations Coordinator

Job Description

Job Description

Are you highly organized, detail-oriented, and someone who enjoys bringing all the moving pieces of a major event together? Are you the person who keeps things organized behind the scenes and is ready to jump in wherever needed to help an event run smoothly? If so, the National Automobile Dealers Association (NADA) is looking for a Convention Operations Coordinator to support the planning and execution of the NADA Show and other NADA meetings and events.

This is a full-time position offering a positive work culture, competitive salary, and comprehensive benefits. The position is onsite Monday through Thursday, with the option to work remotely on Fridays . Regular onsite presence Monday through Thursday is an essential requirement of the role.

The position also requires domestic travel ( up to 10%) for the NADA Show, including weekday and weekend travel. Occasional work outside of regular business hours is required leading up to and during events.

Key Responsibilities

• Support the planning and execution of NADA Show operations, including event timelines, master schedules, budgets, site visits, shipments, contracts, invoices, and vendor records.
• Coordinate speaker logistics and communications, including maintaining speaker information, tracking presentations and materials, supporting the call for speakers process, and coordinating workshop signage.
• Help manage onsite Show operations, including the Show Management Office, Information Booths, Power Lounges, TIME Dealer of the Year Display, and Speaker Ready Room.
• Maintain and update NADA Show mobile app and website content to ensure event, logistical, and programming information is accurate and up to date.
• Coordinate with Show team on mobile app updates and notifications while onsite.
• Support sponsorship fulfillment by tracking sponsorship commitments and coordinating fulfillment requirements with the Sponsorship team, vendors, and other partners.
• Collaborate with Marketing on NADA Show education materials and the program directory, including gathering content and logistical information and keeping production timelines on track.
• Support Show logistics, including staff guides and FAQs, travel and transportation information, onsite temporary staff coordination, and convention center materials.
• Assist with budget tracking, expense monitoring, invoice reconciliation, direct bill applications, and other administrative functions related to convention operations.
• Work closely with the Meetings & Conventions team, other NADA departments, vendors, and internal stakeholders to help ensure events are well organized and successfully executed.

Required Qualifications

• Bachelor’s degree or an equivalent combination of relevant education and work experience.
• Minimum 2–3 years of progressively responsible experience supporting conferences, meetings, events, or convention operations.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and projects while maintaining close attention to detail.
• Excellent written and verbal communication skills and the ability to work effectively with speakers, vendors, colleagues, and other stakeholders.
• Experience supporting budget tracking, expense monitoring, and invoice reconciliation.
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Experience with event management systems or the ability to quickly learn new event technology and platforms.
• Experience with Map Your Show, Envision, and/or Airtable is a plus.
• Strong relationship-building and collaboration skills with a willingness to jump in and support the team where needed.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to travel domestically, including weekday and weekend travel, and work a flexible schedule during meetings and events.

To be considered for this position, please submit your resume and a cover letter detailing the experience, strengths, and skills you would bring to the NADA team.

NADA is fundamentally committed to the diversity of our staff. We believe diversity is excellence expressing itself through every person’s perspective and lived experiences. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy and lactation), sexual orientation, military status, veteran status, and family medical or genetic information or any other protected class under federal, state, or local law.