We're hiring:

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PROJECT SPECIALIST

Reports to: Owner

Location: Remote
Employment Type: Full-time

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Company Description

Event Driven Solutions specializes in creating comprehensive marketing strategies with a focus on trade shows, events, and face-to-face programs. The company offers services such as strategic event marketing, exhibit design, virtual event platform expertise, event management, and coordinating elements like food, décor, and entertainment. Known for its expertise in integrated marketing and social media, Event Driven Solutions delivers customized solutions for businesses. As a WBENC-Certified Women’s Business Enterprise, it is committed to diversity and innovation in the marketing industry. The company provides opportunities for collaboration and creativity within a supportive and inclusive environment.

 

About the Role

The Project Specialist plays a critical role in supporting the flawless execution of client tradeshow programs. You will manage timelines, coordinate logistics, communicate with vendors, and guide clients through each step of the process. This role focuses on operational excellence, proactive communication, and ensuring every detail is accounted for leading up to each event. This is a remote, no traveling position.

 

Key Responsibilities

Project Coordination & Logistics

• Coordinate various elements of tradeshow projects from kickoff through completion

• Build and manage project timelines, including internal milestones and client deadlines

• Track and manage graphics production: proofs, revisions, approvals, and final delivery

• Coordinate shipping logistics, including freight pickups, and deliveries

• Manage orders for show services such as electrical, rigging, internet, carpet, cleaning, and lead retrieval

• Oversee booth property readiness, ensuring all materials, graphics, and components are prepared for each show

• Monitor project progress and escalate issues or risks proactively

 

Client Communication & Support

• Serve as one of the primary project contacts for clients

• Work closely with the administrative team on other areas such as hotel rooms, badges, and F&B

• Hold structured check-in calls to review timelines, deliverables, and project status

• Communicate upcoming deadlines, required decisions, and potential risks

• Guide clients through the exhibit preparation process, offering clarity and reassurance

• Ensure clients fully understand what is needed from them at each stage

• Coordinate technical or production-related conversations between clients and vendors when needed

 

Vendor & Partner Coordination

• Request and compare quotes from internal suppliers, printers, freight carriers, and labor partners

• Submit show service orders accurately and on schedule

• Coordinate fabrication, graphics production, and AV needs with external partners

• Manage install & dismantle (I&D) scheduling, ensuring crews have proper instructions and documentation

• Maintain relationships with key vendors to ensure high-quality service and quick response times

• Troubleshoot vendor issues such as delays, production questions, or cost discrepancies

 

Required Qualifications

• 1–3 years of experience in project coordination, events, marketing operations, logistics, or related fields

• Excellent organizational skills with a strong attention to detail

• Ability to manage multiple projects simultaneously and meet firm deadlines

• Strong communication skills, both written and verbal

• Comfortable working with clients, vendors, and cross-functional teams

• Familiarity with project management tools (Asana, Teamwork, Trello, etc.) required

• Proficiency in Google Workspace and Microsoft Office

• Ability to stay calm and resourceful in fast-paced or time-sensitive situations

 

Preferred Skills

• Tradeshow or event industry experience

• Understanding of show service ordering, exhibitor manuals, and production timelines

• Experience with freight, logistics, or vendor coordination

• Basic ability to understand graphics proofs, dimensions, and production specs

• Budget awareness and ability to track project costs

 

To submit a resume you can also email us at Eventdrivensolutions@gmail.com. Please DO NOT send emails directly to the internal staff at Event Driven Solutions via email or LinkedIn. You will be immediately eliminated from consideration for this role.

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