Trade Show Coordinator (US Remote) at MERIT CRO Inc

Madison, Wisconsin, United States -

Full Time

Start Date

Immediate

Expiry Date

01 Feb, 26

Salary

0.0

Posted On

03 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Event Planning, Logistics Management, Vendor Coordination, Budget Tracking, Communication Skills, Time Management, Organizational Skills, Multitasking, Problem-Solving, Attention to Detail, Collaboration, Flexibility, Microsoft Office Suite, CRM Platforms

Industry

Biotechnology Research

Description

Description MERIT is a global clinical trial endpoint expert specializing in multiple therapeutic areas. We’re committed to making a difference and are seeking talented people to join our team. Collaboration and customer focus are at the core of everything we do. We value diversity and are interested in people with drive, dedication, and creative problem-solving skills. We offer flexible schedules and remote opportunities. SUMMARY: MERIT is seeking a highly organized and detail-oriented Trade Show Coordinator to join our team. In this role, you’ll be responsible for planning and executing trade shows and events that drive meaningful engagement. You’ll manage logistics, coordinate vendors, and ensure seamless execution from pre-show preparation through post-event follow-up. This position will play a key role in ensuring that MERIT’s presence at conferences and events effectively represents our brand and supports our business goals. Location: Remote (U.S.-based) | Travel: Up to 20%, including some weekends ESSENTIAL DUTIES & RESPONSIBILITIES: Event Planning & Research: Research, summarize, and compare trade show and conference opportunities to identify the best fit for MERIT’s goals Prepare clear and compelling presentations to communicate event options and recommendations to internal stakeholders Develop comprehensive event plans for each show, tracking all deadlines and coordinating across multiple teams to ensure timely execution Research, compare, and present venue options for client dinners and special events Source and coordinate caterers, entertainment, services, and equipment for events Track timelines and post-event metrics to evaluate success and identify improvements Logistics Management: Manage all trade show booth logistics, including ordering carpet, electric, A/V, materials handling, furniture, badge scanners, etc. Oversee trade show budgets, including tracking and reconciling all event-related expenses Book and manage hotel reservations for staff attending conferences, including handling changes as needed Contract with event venues and ensure all requirements are met Research options and order holiday gifts for clients Vendor & Staff Coordination: Build and maintain strong working relationships with vendors and service providers Organize staff schedules, travel itineraries, and on-site meetings Manage the full conference registration process for attendees and staff Coordinate with vendors, venues, and internal teams to ensure all details are executed flawlessly On-site Execution: Spearhead booth setup, unpacking, and display of materials and handouts Interact with staff, attendees, and partners to ensure a smooth and engaging experience Provide information and assistance to staff during events, resolving any issues quickly and professionally Willingness to travel up to 20% of the time, including occasional weekends Other duties as assigned. Requirements Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements outlined below are representative of the knowledge, skill, and/or abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. EDUCATION & EXPERIENCE: Bachelor’s degree is required (Project Management, Hospitality, PR, Management, Marketing, Communication or related fields would be helpful, but any major will be considered) 2+ years of experience required in event planning, trade show coordination, or project management Essential Skills: Meticulous attention to detail and accuracy Expert time management and organizational abilities Strong budget planning and tracking skills Ability to collaborate effectively with colleagues across multiple departments Exceptional written and verbal communication skills, with strong interpersonal abilities Adept at multitasking and performing under pressure Flexibility to adapt as priorities and timelines shift Software Proficiencies: Microsoft Office Suite including PPT, Excel, and Word Prior experience with a CRM platform like Zoho a plus Licenses or Certifications Required: None Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this jobWhile performing the duties of this job, the employee is regularly required to use hands; to touch, finger and grasp, handle or feel, with repetitive motions, and talk or hear. The employee is frequently required to stand; walk and sit. The employee is occasionally required to reach with hands and arms, stoop, crouch, kneel and climb. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds What We OfferJoin a passionate team that values creativity, collaboration, and excellence. At MERIT, your work will directly contribute to building meaningful connections with our customers and partners through high-impact events. MERIT offers: Comprehensive benefits package medical, dental, vision, prescription coverage, and 401(k) Health savings account (HSA) and flexible spending accounts (FSA) Life, disability, legal services, and identity protection Paid time off, paid holidays, and a flexible work culture Competitive travel reimbursement Career growth in a performance-driven, mission-focused organization MERIT CRO, Inc. is an equal opportunity employer, and we are committed to hiring a diverse and talented workforce. It is the employment policy and practice of MERIT CRO, Inc. to recruit and hire qualified employees without discrimination based on race, color, religion (including religious dress and grooming practices), sex, sexual orientation, gender, gender identity, gender expression, national origin, ancestry, citizenship status, age, mental and physical disability, pregnancy, medical condition, genetic information, political affiliation, union membership, status as a parent, marital status, military or veteran status, or other classes protected by applicable law, and to not discriminate concerning compensation and opportunities for advancement, including upgrading, promotion, and transfers. We will provide reasonable accommodation to qualified individuals throughout the application, interviewing, and employment process. If you require reasonable accommodation, please contact us.

Responsibilities

The Trade Show Coordinator will be responsible for planning and executing trade shows and events, managing logistics, coordinating vendors, and ensuring seamless execution from pre-show preparation through post-event follow-up. This role is crucial in representing MERIT’s brand and supporting business goals at conferences and events.