Overview:
This position works closely with the Director of Conventions to manage the overall logistics for the association’s annual trade show and exposition, HAI HELI-EXPO®, as well as other regional meetings and events.


This position reports to the Director of Conventions and is classified as full-time, non-exempt.  

Essential Functions of the Position Include, but Are Not Limited To:
  • Managing logistics for HAI special events, general sessions, and meetings at HAI HELI-EXPO®, the association’s annual trade show and exposition, including: room set-ups, signage, audiovisual, food and beverage, etc.
  • Overseeing the meetings schedule for HELI-EXPO and fielding exhibitor requests and scheduling based on availability
  • Managing logistics for HAI regional events including: venue selection, room set-ups, signage, audiovisual, food and beverage, etc.
  • Collaborating with the Registration Vendor to develop, manage, and execute attendee and exhibitor registration processes
  • Identifying temporary personnel needs for HELI-EXPO, implementing onsite schedules, and training necessary personnel
  • Creating and maintaining informational content related to HELI-EXPO for use in all HAI print and digital publications, including the HELI-EXPO website, attendee pages, convention preview, program guide, and show app
  • Overseeing and managing the housing process for HELI-EXPO including working with official housing vendor, securing staff and board rooms, and optimizing use of HAI contractual concessions
  • Overseeing general show signage including work order submission, distribution and approval of proofs, and onsite placement
  • Managing the preparation of RFPs for show vendors, comparing submissions, and making recommendations
  • Other duties as assigned

The above statements are intended to describe the primary duties of the position and the general nature and level of work being performed. They are not intended to be an exhaustive list of all duties and responsibilities.

Desired Qualifications for the Position Include:
  • Bachelor’s degree and a minimum of four years related work experience in the hospitality or meeting planning industry
  • Current CMP certification
  • Understanding of current trade show industry trends
  • Proven customer service experience
  • Detail oriented with strong organizational skills
  • Ability to successfully manage multiple projects in a fast-paced environment
  • Highly dependable and reliable with regard to work schedule
  • Highly motivated; able to work independently and in a team environment
  • Excellent written and verbal communication skills with the ability to communicate professionally
  • Advanced computer skills and proficiency with the Microsoft Office Suite
  • Experience using association management software
  • Ability to travel

Application Instructions:
  • Please submit cover letter, resume, and desired salary
  • Incomplete submissions will not be considered
  • All positions are located in Alexandria, VA
  • All candidates are subject to background screening and drug testing

Helicopter Association International is an Equal Employment Opportunity Employer.

Department: Business Development
This is a non-management position
This is a full time position

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