Trade Show & Conference Marketing/Sales Coordinator - Part-Time

Trade Show & Conference Marketing/Sales Coordinator - Part-Time Sunlight Group Cary, North Carolina, United States About this position Sunlight Group renews families, starting with our broken child welfare system. Our tech tools improve communication, coordination and transparency for better outcomes. This role will be based in our Cary, NC office which is located at Cary Founded in Downtown Cary. About the Role We are looking for a highly organized, detail-oriented part-time contractor to coordinate logistics and execution for our trade shows, conferences, and other in-person marketing and sales events. This person will help ensure every event is planned, prepared, and executed smoothly — from shipping booth materials to coordinating travel logistics, printed collateral, budgets, deadlines, and day-of readiness, including lead capture. This role is ideal for someone who enjoys managing moving pieces, keeping teams on track, communicating clearly, and making sure nothing falls through the cracks. Key Responsibilities Event & Conference Coordination Coordinate logistics for conferences, sponsorships and other marketing/sales events. Maintain event timelines, checklists, deadlines and planning calendars. Track key event details, including registration deadlines, exhibitor requirements, booth specifications, shipping dates, sponsorship deliverables, lead capture strategy and on-site needs. Coordinate with marketing to confirm collateral and merch needs (from table giveaways to team apparel). Take the lead on off-site client events, including sourcing a venue, confirming RSVPs, arranging transportation if needed and other related details such as A/V needs. Serve as the central coordinator for internal event timeline management, preparation and post-conference follow through Printed Materials & Marketing Assets Confirm and coordinate collateral for events, including one-pagers, signage and giveaways. Work with internal stakeholders and external print vendors to ensure materials are produced accurately and delivered on time. Track quantities, deadlines, proofs, approvals and shipping requirements. Shipping & Booth Logistics Manage shipping logistics for booth materials, signage, swag, printed collateral, displays, and other event supplies. Coordinate outbound and return shipments with venues, hotels, event organizers, and shipping vendors. Track shipping deadlines, labels, tracking numbers, delivery confirmations, and return instructions. Maintain an inventory of event materials and recommend reorders when needed. Travel, Lodging & Team Communication Coordinate lodging and flight communication for team members attending events. Track attendee travel details, hotel reservations, arrival/departure times, and on-site schedules. Communicate key logistics to internal attendees before each event. Prepare event briefing documents with schedules, booth assignments, contact information, venue details, travel notes, and important deadlines. Communicate with conference organizers, venues, hotels, print vendors, shipping providers, and other external partners. Gather requirements, deadlines, specifications, and instructions from event contacts. Ensure all deliverables are submitted on time, including logos, ads, company descriptions, attendee names, and sponsorship materials. Internal Organization & Reporting Maintain organized records for each event, including contracts, invoices, confirmations, deadlines, shipping details, travel plans, and post-event notes. Create and update event planning trackers, checklists, and shared documentation. Provide regular status updates to marketing and sales stakeholders. Support post-event wrap-up, including shipment returns, expense reconciliation, notes on what worked well, and recommendations for future events. Qualifications 2+ years of experience in event coordination, marketing operations, sales support, administrative coordination, or a similar role. Strong project management and organizational skills. Excellent written and verbal communication skills. Comfortable managing multiple deadlines and stakeholders at once. High attention to detail and strong follow-through. Experience coordinating vendors, shipments, travel, or conference logistics preferred. Comfortable working independently in a remote environment. Proficiency with common workplace tools such as Notion, Google Workspace, Microsoft Office, Slack, or similar platforms. Experience supporting B2B marketing, sales teams, nonprofits, SaaS, GovTech, or conference/event marketing is a plus. Ideal Candidate The ideal candidate is local to the Cary office, proactive, organized, calm under pressure, and comfortable owning the details. They enjoy creating order, tracking deadlines, communicating clearly, and making sure teams show up prepared. They are equally comfortable coordinating with external vendors and supporting internal team members. Scope & Time Commitment This is a part-time role with a flexible schedule. Hours may vary depending on the number and timing of upcoming events. The role may require increased availability in the weeks leading up to major conferences or trade shows. Expected responsibilities may include: Weekly event planning and coordination meetings Ongoing vendor and organizer communication Maintaining event trackers and budgets Coordinating travel and shipping timelines Preparing team briefing documents before each event Supporting post-event wrap-up and expense tracking Compensation Compensation will be based on experience and scope of work. This is a part-time hourly position. #J-18808-Ljbffr Sunlight Group