Project Coordinator 3 at Aston Carter

Westmont, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

03 Jul, 26

Salary

45.0

Posted On

04 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Event planning, Trade show coordination, Project management, Budgeting, Logistics management, Vendor negotiation, Lead capture, Data analysis, Marketing collateral management, Communication, Organizational skills, Attention to detail, Reporting, Inventory management

Industry

Staffing and Recruiting

Description

Job Title: Project Coordinator 3 Job Description As a Project Coordinator, you will be responsible for planning, coordinating, and executing all aspects of trade show participation and industry events. Your role will ensure brand visibility, generate qualified leads, and secure a positive return on investment from event activities. This part-time position requires exceptional organizational skills and the ability to manage multiple projects simultaneously under tight deadlines. Responsibilities Manage the entire lifecycle of trade show participation from initial planning and budgeting to on-site execution and post-show analysis. Coordinate all event logistics including booth registration, booking booth space, ordering services such as electrical, internet, and furniture, and managing deadlines. Arrange the shipping of booth properties, product samples, and marketing collateral to and from each event. Manage relationships and negotiate contracts with external vendors such as booth construction companies, shipping providers, and promotional item suppliers. Develop and submit abstracts for speaking engagements during events and collaborate with strategic partners. Research speaking engagement deadlines related to scheduled conferences. Determine and relay additional trade show opportunities and/or speaking engagements for consideration. Plan and execute hosted dinners or other special events around large conferences. Develop and manage budgets for each trade show, meticulously tracking all expenses. Process invoices and reconcile event-related costs to ensure adherence to the approved budget. Collaborate with the marketing and sales teams to develop compelling booth messaging, graphics, and promotional materials. Manage inventory of marketing collateral and promotional giveaways. Implement and oversee the lead capture process, ensuring all leads are collected, qualified, and distributed to the sales team for timely follow-up. Conduct post-event debriefs with key stakeholders to gather feedback and identify areas for improvement. Analyze event performance, measure ROI, and prepare detailed reports on key metrics including lead generation, cost-per-lead, and overall event success. Maintain and update tradeshow and events spreadsheet and calendar alongside the sales team. Essential Skills Experience with event planning and/or trade show coordination. Exceptional organizational skills and attention to detail. Ability to manage multiple projects simultaneously under tight deadlines. Additional Skills & Qualifications Experience with event companies is beneficial. Ability to perform physical lifting and activity such as walking and shipping up to 20 lbs. Work Environment This is a part-time role with a shift of 20-25 hours per week. The work environment includes participation in events typically held at convention centers or hotels. Free parking is available on-site. Job Type & Location This is a Contract position based out of Westmont, IL. Pay and Benefits The pay range for this position is $40.00 - $45.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Westmont,IL. Application Deadline This position is anticipated to close on Apr 8, 2026. About Aston Carter: Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

Responsibilities

The Project Coordinator will manage the entire lifecycle of trade show participation, including planning, budgeting, logistics, and on-site execution. They will also collaborate with sales and marketing teams to capture leads and analyze event performance metrics.