Tradeshow and Events Coordinator (Irving, TX)

Globally recognized for exceptional product performance and versatility, Fotona develops award-winning aesthetic, medical, and dental lasers. With over 50 years of laser expertise and industry leadership, Fotona has sold over 30,000 lasers worldwide with distribution in over 60 countries. Fotona’s reputation for excellence is earned from its dedication to R&D, unparalleled quality, reliability, ease of use, and durability.

Fotona is seeking a motivated and detail-oriented Tradeshow and Events Coordinator to join our dynamic team. This role is responsible for assisting in the planning, coordination, and execution of tradeshows, conferences, and events that elevate our brand presence and drive engagement. The ideal candidate will have excellent organizational skills, a passion for event planning, and the ability to manage multiple projects in a fast-paced environment.

Key Responsibilities:

• Support the development and execution of tradeshows, regional meetings, workshops, and event strategies aligned with business objectives.

• Logistical coordination of over 100 events a year, including but not limited to, venue selection, preparing and tracking incoming and outgoing shipments of materials, equipment and travel arrangements.

• Speaker and presenter relations : Conduct outreach to potential speakers, including industry leaders, subject matter experts, and keynote presenters. Serve as the primary point of contact for all speaker-related inquiries and correspondence. Provide clear and timely communication regarding event details, schedules, deliverables, and expectations.

• Contract negotiation with external partners and service providers to ensure high quality execution and adherence to budget.

• For select events; oversee onsite set-up and tear down, ensuring compliance with all guidelines and timelines. Provide on-site support, troubleshooting issues and ensuring a smooth attendee experience.

• Anticipate and resolve potential issues , such as scheduling conflicts, technical difficulties, or last-minute cancellations. Prepare backup plans, such as replacement speakers or alternative session formats, to ensure the event’s success.
• Ensure lead data capture and flow into CRM.
• Post-Event Analysis : Gather and analyze event metrics and feedback to evaluate success and identify areas for improvement.

• Budget Management : Track event expenses and ensure adherence to the approved budget. Identify cost-saving opportunities without compromising quality.
• Collaborate with internal teams such as marketing and sales teams to align event goals with company priorities.
• C ollaborate with marketing to create event marketing materials, including invitations, promotional content, and signage.
• Manage pre-event, during-event, and post-event communications to maximize attendance and engagement.

Skills and Abilities:

• Outstanding project management and organization skills, able to self-manage timelines, anticipate workflow, balance priorities, and flexibility to adjust as needed in a busy and ever-changing environment.
• Strong attention to detail, able to complete multiple ongoing multi-task assignments accurately and on time.
• Self-disciplined with a proven track record of dependability, consistency, and sound judgement.
• Collaborative team player who takes ownership of assigned responsibilities and effectively communicates with internal stakeholders and external partners at all levels.
• Excellent ability to build positive relationships and facilitate productive interactions with internal and external customers in various geographic locations across the United States and among diverse groups.
• Proficiency in event management software and tools (e.g., Cvent, Eventbrite) and familiarity with Salesforce CRM and marketing automation platforms is a strong plus.
• Office Suite Skills, Google Docs, Smartsheets, experience a plus.

Requirements:

• Ability to travel domestically within the US to provide onsite logistical support and coordination at some weekend tradeshows/events, approximately 5-10 times per year.
• 2-4 years of experience in tradeshow or event planning, preferably in a corporate or agency environment.
• Proven success in developing successful marketing plans and campaigns.
• Excellent written and verbal communication skills.
• Strong project management, multitasking, and decision-making skills.
• Metrics-driven marketing mind with eye for creativity.
• Experience with marketing automation and CRM tools.
• Experience driving growth through digital, email, offline and social channels.
• Willingness to travel and work flexible hours, including evenings and weekends as needed.
• Ability to lift and carry up 20 to 50 pounds on a daily/weekly basis, ability to lift and carry over 50 lbs. occasionally, ability to push/pull very heavy equipment on wheels/casters seldom.
• Ability to stand, push/pull, bend, squat, stretch, reach, twist/turn, walk, and reach throughout the day, and ability to work at a computer and sit for extended periods.

Education:

• Bachelor’s degree in marketing, event management, communications, or a related field.

Compensation:

• Competitive pay based on experience.
• Excellent benefits package including Medical, Dental, Vision, and Life Insurance.
• 401(k) with matching.
• Opportunity to develop and grow a career within a fast-growing and industry-leading company.

*Fotona is an equal-opportunity employer.