Executive Assistant

Assistant to the President and Trade Show Director

• Enter booth contracts in ACT, send contact reports to accounting.
• Send out all Marketing materials related to GOA(including large scale mailings).
• Format and collate all written materials for VP, Show Director.
• Run reports from the ACT database.
• Create weekly reports on sales efforts.
• Create Trade Show Council meeting materials.
• Assist operations director with international shipments via UPS.
• Set up sales office onsite at GOA.
• Train temporary staff onsite at GOA.
• Operate mail machine.

Job Duties

Executive Assistant to the President & CEO

• Create and maintain a detailed spreadsheet of all web and print advertising with trade publications including deadline dates to assist communications.
• Contact all trades publications who need booth space at GOA to establish booth contracts and furniture/electric/drayage etc.
• Create a dynamic spreadsheet listing all trades, PAF members and pay exhibitors who order furniture services using the GOA furniture package form.
• Keep track of all comp services that are given to exhibitors and communicate to contractor, operations, sales and management.
• Send weekly updates on exhibitor lists including new additions, cancel exhibitors, booth moves, upgrades, downgrades, company name changes etc. to all contractors for GOA.
• Create and maintain the Exhibitor Marketing timeline which includes historical data, mail quantities for print and a date deadline schedule to keep our marketing on track.
• Participate in weekly calls with CDS Registration Company/Exhibitor Liaison for registration
• Keep historical binder books of GOA booth contracts and Sponsorship & Advertising.
• Manage all badge requests for Board Badges, Contractor Badges, Speaker Badges, Student badges, and Staff Badges.
• Create Mailing Lists for trades or exhibitor requests using the CDS registration system. Process Mailing List forms and communicate with the mail house to deliver the job.
• Produce Visa Invitation Letters for all exhibitors.
• Send out IBP binders to delegates using APO military addresses and US 2976 postal customs forms. 
• Assist in the IBP binder project with documents and disc production.
• Free Seminar Pass mailings.
• Free Seminar Pass registrations for Latin trades.
• Create and maintain the Show Planning Agenda for GOA meetings.
• Maintain PAF Board of Directors & TSC list.
• Send out all agendas and minutes for board meetings.
• Send out all agendas and minutes for Trade Show Council meetings.
• Create board books/meeting materials.
• Send out GOA speaker agreements.
• Create all booth assignments and reservations using the A2Z floorplan database.
• Maintain the floorplan with all configuration changes and exhibitor changes.
• Process all changes to exhibitor information using both ACT & A2Z databases.
• Communicate with all trades to arrange publication shipment for pub bins.
• Manage pub bins onsite with un-authorized publications and quantities.
• Process and manage proof approvals, maintain binder with historical data.
• Travel Arrangements for Board, Staff and PAF guests.
• Template management for confirmation letters, IBP and expo guide reminders.
• Send confirmation letters.
• Send Exhibitor Expo Guide Reminders.
• Assist in PMC, registration, award walls setup.
• Show office onsite at GOA, train temporary staff.  
• Receptionist for PAF & GOA.
• First point of contact for GOA website.
• First point of contact for all outside inquires, CDS website trades etc.
• GALA Registration list and table assignment.
• Arrange special mailings for campaigns: Oranges & Roses marketing campaigns.
• Show Announcements documents.
• Update database(s) with return mail.