Coordinator, Event Sales

  • Association of Zoos and Aquariums
  • Silver Spring, MD, USA
  • Jun 11, 2019
Full time Adminstration Conferences Marketing Not-for-profit Relationship Management Sales

Job Description

Coordinator, Event Sales

The Association of Zoos and Aquariums (AZA) has an exciting opening for a Coordinator, Event Sales. This position will coordinate the sale of exhibits and advertising to commercial members and non-members, as well as other affiliated organizations. The Coordinator, Event Sales will have a deep understanding of why organizations should exhibit at the AZA Annual Conference, Mid-Year Meeting, advertise with AZA, and support various activities throughout the year. The Coordinator will be an active member of the Events Team and the Member Services Department, reporting to the Director, Business Development and Marketing. The AZA Annual Conference is held in early September and attracts 3,000+ attendees and 250+ exhibiting companies. The Mid-Year Meeting is early spring and attracts 1,000+ attendees and 35+ exhibiting companies. Travel is required for both.

Essential Duties and Responsibilities

In collaboration with the Director, Business Development and Marketing, this position is responsible for the:


  • Fulfillment of exhibiting, advertising and sponsorship sales for all AZA conferences and meetings.

  • Analysis and development of new business strategies for exhibits, advertising and sponsorships, converting prospects into clients across all platforms.

  • Management and fulfillment of collateral for exhibit, advertising and sponsorship sales, including the procurement of onsite signage and materials.

  • Coordination of ad contracts, artwork, placement and tear-sheet delivery for both conference publications and Connect magazine.

Relationship Management

  • Customer service, management of email and phone inquiries, as well as in-person support during AZA conferences and meetings.

  • Member service support of Commercial members with inquiry and request throughout the year, including the development and delivery of their targeted, monthly e-newsletter.


  • Administrative and operational duties supporting the successful acquisition, fulfillment, billing, and revenue collection associated with exhibit, advertising and sponsorship sales.

  • In collaboration with the Events Team , develop exhibit hall floorplans and pre-conference planning materials, including communications, service kits and reminders.

  • Administering the sales modules in Netforum and eShow. Ensure accurate record keeping, maintenance and data quality.

  • Surveying, analyzing and evaluating performance and trends of all marketing and promotional efforts to grow outside sales for conferences and meetings.

  • Providing quality assurance reviews of advertising specs in printed publications.

Minimum Qualifications (Knowledge, Skills, and Abilities)

Knowledge, Skills And Other Characteristics

  • Demonstrated skills in the use of the internet applications, databases and CRM tools (Excel, eShow/Netronix, and NetForum preferred) to gather and analyze data.

  • Excellent verbal and written communication skills, with a high-level of customer service.

  • Creative problem solver with superior organizational skills, analytical abilities, strong attention to detail, and ability to handle multiple projects.

  • Self-motivated with ability to work independently.

  • Ability to work well under pressure in a fast-paced environment while meeting deadlines.

  • Skill in establishing and maintaining effective working relationships with staff, members and vendors.

  • Strong analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information with attention to detail and accuracy.

  • Willingness to travel.

Minimum Training And Experience

  • Bachelor’s degree

  • 2-3 years direct experience or equivalent working in administration of events, business development or sales. Non-profit, Association background preferred.

  • Experience working with third-party vendors, including general service contractors and exhibit sales technology providers.

  • Proficiency with Microsoft Office (Word, Excel)

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.


This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.



How to Apply

To apply, please forward cover letter and resume to Melissa Howerton, SVP Member Services at No phone calls please.

Association of Zoos and Aquariums
Silver Spring, MD