Position is responsible for maintaining the Show Department project schedules, interacting with customers via phone and email, coordinating attendee and exhibitor inquiries, assisting with the overall coordination of trade shows and SEMA-sponsored events and for providing a high quality of general administrative and project management support to the Vice President, Events and show department. The ideal candidate can think quickly on their feet, is a confident and efficient team player that utilizes resources, maintains high levels of organization, and can handle their work with the utmost confidentiality.
Responsibilities and Authority
Provide customer support by screening, researching and providing a timely response to incoming calls and emails from Show attendees and exhibitors, consumers, and members as a leading member of a targeted events-specific customer service task force.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Manage event department project schedules with regular updates to basecamp. Coordinate event department staff meetings, pre-con and post-con meetings, Show Committee meetings, and other similar meetings as necessary. Prepare agendas, record notes, and follow-up as needed.
Manage Vice President, Event’s scheduling, travel needs, correspondence, expense reports, EMT, Board report, President’s report exhibitor and attendee follow-up, filing, and other administrative duties as necessary.
Responsible for management, updating and storing of all show related contracts and MOUs on Association public drives. Work with Vice President, Events to ensure items are properly updated, signed and stored as necessary.
Coordinate Show Department projects and toolkits on basecamp and assist Vice President Events on keeping records up to date and accurate.
Assist and coordinate the logistics for Camp SEMA and the Exhibitor Summit.
Oversee updating and organization of public drive for Show Department including scanning old resources, migrating files from previous year files, and organizing all data into an intuitive research database.
Manage the SEMA Show booth drops and work with show decorator staff to ensure all show materials are delivered in a timely manner.
Work with Vice President, Events on all SEMA Show Committee updates, notes, and correspondence including attending meetings, scheduling calls and recording minutes.
Manage and maintain SEMA Show celebrity process including working with Association PR department on approval of celebrity submissions.
Manage the SEMA Show Art Walk including reaching out to potential artists, filing of MOU’s and working with Show Operations director with location and placement of each artist.
Manage the filing and collection of Nevada State taxes from vendors that sell at the SEMA Show to include the Artwalk and Exhibitors that have permission to sell.
Manage a working-document supply list for the show office to include all pertinent necessities and supplies. Work with internal departments to insure items are ordered and packed for shipment to the show. Coordinate the design and layout of the on-site Show Office and Staff areas as needed.
Manage Show department inventory and report to Vice President, Events as necessary.
Write and maintain SOP documents for tasks and procedures pertaining to job duties to be included in a comprehensive Show Department SOP file. Maintain a comprehensive file of all Show Department SOPs and update as necessary.
Assist Vice President, Events with Show Department calendar of activities and update on a consistent basis to ensure the most up to date representation of the actual timeline.
Manage on-site show office and show materials distribution including supplies, necessary printed materials, magazines, directories, and temporary staff management.
Attend Camp SEMA, SEMA Show and SEMA Show Exhibitor Summit to support Show Department and Vice President, Events as necessary.
When directed by management, perform other assignments and duties as required.
Reports to the Vice President, Events.
Interfaces with show department stakeholders, support staff personnel and other divisions and Directors as needed.
Communicates regularly with Association members, vendors, exhibitors, potential exhibitors, buyers and potential buyers.
Skills and Knowledge Required
Effective oral and written communication, organizational, managerial and typing skills. Must be detailed oriented.
Strong project management skills with strong follow-up and decision-making skills
Ability to multi-task and set priorities in a fast-paced environment with rapidly changing needs
3-5 years of experience in the trade show industry or 3-5 years of experience in an automotive industry company.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Associate college degree or higher is a plus.
Strong interpersonal skills with an ability to build and maintain relationships both internally and externally
Knowledge of computer systems and software, including netFORUM, Basecamp, Great Plains, Microsoft Word, Excel, Powerpoint, and Access.
Knowledge of office equipment, including telephone, computers, copy machines, printers and fax machines.
Ability to attend SEMA-sponsored shows and events as well as other industry events as necessary.
About Specialty Equipment Market Association
A love for cars, trucks and SUVs is the motivating force behind the Specialty Equipment Market Association (SEMA). This trade association consists of a diverse group of manufacturers, distributors, retailers, publishing companies, auto restorers, street-rod builders, restylers, car clubs, race teams and more. Our organization performs many services for its members and for the hobby as a whole. Perhaps most importantly, SEMA works hard to protect consumers’ rights to drive accessorized, customized and vintage vehicles. Every year, SEMA also presents an enormous trade show in Las Vegas. This is where manufacturers unveil their latest offerings, while buyers, distributors and members of the press walk their feet off to see it all. Visit SEMAShow.com for more information.