Expo Coordinator – HQ Office, Bismarck, ND Preferred

Delta Waterfowl Foundation is looking to add an Expo Coordinator to our team. This position will be keenly focused on coordinating, assisting, and performing a variety of duties related to Delta’s Duck Hunters Expo, including all planning, preparations, and execution efforts. This person will also provide general corporate sales support on a day-to-day basis as directed.

ESSENTIAL JOB FUNCTIONS

• Perform and serve in a lead role for all Expo-related planning, preparing, communicating, and executing organizational efforts for staff and board, which includes completing all preparations for the following items:
  • Transportation (vehicle and air) as requested
  • Room assignments (hotel, exhibit booth, meeting, special events)
  • Staff scheduling and work assignments
  • Board scheduling and itineraries in partnership with the Executive Coordinator
  • Assisting in catering needs (meal planning, location, timing)
  • Creation and preparation of general information packets for staff, exhibitors, etc.
  • Spousal support or activity planning as needed
  • Assist in general display signage and areas, and
  • Other specialized requirements requested.
• Schedule and actively participate in all Expo planning meetings and keep record of topics covered, next steps needed and deadline for those activities.
• Work with Senior Director of Marketing to compile a list of prospective Expo locations, visit locations and provide input on site selection options.
• Perform a variety of administrative duties including preparation of necessary business operations, distribution of promotional materials, communication of information and responding to general inquiries.
• Maintain current knowledge of event planning standards and trends by attending seminars, consulting with other professionals, and reading trade publications.
• Provide assistance in planning and executing Expo-related special events and Delta Waterfowl exhibit booth needs.
• Receive feedback and make the necessary adjustments for future Expo planning efforts.
• Work with the Annual Giving team in their efforts to create new membership opportunities and sources through the Expo.
• Partner with other staff to coordinate, arrange and schedule Delta speaking and presentation engagements and arrange for speech preparation as needed.
• Invoice exhibitors and sponsors, ensuring all payments, applications and agreements are received in a timely
• Coordinate all planning efforts for the Duck Dog Parade.
• Complete all corporate sales insertion order processes for magazine, social media and e-mail advertisements, which includes invoicing and collecting on these orders.
• Receive and accurately track sponsor fulfillment activities.

REQUIRED QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential function satisfactorily.  The requirements listed below represent the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Bachelor’s degree in a business-related field is preferred and two years of professional experience in higher-level customer service, event planning or project management. Individuals without a bachelor’s degree but possessing considerable professional experience will meet this qualification requirement.
• Must have excellent communication (verbal and written), interpersonal, customer service, and organizational skills with meticulous attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong planning and problem-solving skills.
• Ability to prioritize and complete tasks in a timely manner.
• Proficient with Microsoft Office Suite, especially with Excel

APPLICATION PROCEDURES

Please submit the following documents to jobs@deltawaterfowl.org for consideration:

• Cover letter
• Resume
• Three professional references

Delta Waterfowl Foundation is proud to be an equal-opportunity employer.