Trade Show & Events Coordinator - Waystar

ABOUT THIS POSITION

Waystar is seeking a candidate to join the Marketing team as a Trade Show + Events Coordinator. This position will assist in planning and executing all pre- and post-event logistics, promotions, and reporting for trade shows. This position will play an integral role in working cross-functionally to create memorable conference and event experiences, including VIP events to establish and deepen our relationships with clients. The ideal candidate will collaborate with internal and external partners to drive timely decision-making, provide timely and appropriate communication with all stakeholders, and ensure flawless oversight of each event.
As a Marketing Meetings Coordinator, you will support the events marketing department by managing the planning and logistics for face-to-face programs and tradeshows. The ideal candidate will possess strong interpersonal and problem-solving skills, work both independently and within a team, and demonstrate a keen eye for detail. The position supports Waystar’s Tradeshow Manager, Events Manager and Sr. Director, Events.

WHAT YOU'LL DO

• Assist in developing and executing trade show strategies that align with the company’s brand objective and messaging.
• Utilize project management software, completing all assigned tasks in a timely manner.
• Oversee select trade shows, including registration, booth transportation, onsite team preparation and travel, cross-functional communication, PowerPoint deck creation and presentations, reporting/budget, and all other logistics.
• Collaborate with marketing and sales teams to create compelling and enticing trade shows and VIP events that enhance our brand awareness and lead generation.
• Assist with training team members so they are prepared on booth logistics and how to engage with clients and prospects effectively, utilizing Waystar’s trade show certification program.
• Lead contract, payment, and registration of all trade shows and VIP events, ensuring timeliness of contract execution and budget adherence.
• Oversee attire, swag and collateral ordering and ongoing inventory, including assisting in outbound event campaign drop shipment logistics.
• Assist onsite with all logistics as required, including booth set up and teardown, manning registration counter, and assisting in lead collection. This role requires the ability to act as an ad hoc sales representative to aid in sales efforts for lead generation.
• Travel as needed for select trade shows and events.

WHAT YOU'LL NEED

• Bachelor's Degree or equivalent experience is required.
• 2-3 years of proven experience in trade show and event management in the B2B space.
• Strong project management skills and familiarity with project management software.
• Strong time management and attention to detail skills.
• Outstanding organizational, leadership and communication skills (both verbally and written).
• Strong acumen of Microsoft Excel, PowerPoint, Outlook, Word, and Salesforce.
• Ability to pivot and problem solve at any given moment.
• Be willing and able to travel to events as needed – about 30% travel required.
• Ability to work cross-functionally with strong collaboration skills.
• You must be physically able to assist in booth setup and teardown, being able to lift 60-pound boxes and maneuver banner cases.
• General understanding of technology and data files

BONUS POINTS

• High-level of enthusiasm and organizational skills.
• Self-motivated, ability to work with little or no oversight while possessing a solution-seeking attitude.
• Familiarity with Wrike or Asana.
• Experience with trade shows in the health tech industry.

WAYSTAR PERKS

• Competitive total rewards (base salary + bonus, if applicable)
• Customizable benefits package (3 medical plans with Health Saving Account company match)
• Generous paid time off starting at 3 weeks + 13 paid holidays including 2 personal floating holidays
• Paid parental leave (including maternity + paternity leave)
• Education assistance opportunities and free LinkedIn Learning access
• Free mental health and family planning programs, including adoption assistance and fertility support
• 401(K) program with company match
• Pet insurance
• Employee resource groups

Waystar is proud to be an equal opportunity workplace. We celebrate, value, and support diversity and inclusion. Qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, marital status, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.