Trade Show Coordinator (Entry Level) in Wheeling, Illinois at Swan Analytical USA INC

About the Role

Swan is looking for an organized, detail-oriented Marketing & Trade Show Coordinator to support our marketing team with day-to-day administration and event logistics. This is an ideal first step for someone early in their marketing career who enjoys keeping projects on track, working with vendors, and getting hands-on experience at industry events. As Swan's marketing practices serve as the model for our sister companies, you'll gain exposure to how a marketing function is built and run at scale.

What You'll Do

Trade Show & Event Support

• Coordinate logistics for trade shows and industry events, including registrations, booth space, shipping, hotel and travel bookings, and lead-capture tools.
• Maintain the annual event calendar and track deadlines for vendor orders, badge registrations, and show services.
• Manage booth inventory, including displays, signage, literature, and promotional items, and ensure materials are shipped, received, and returned.
• Travel to select events (up to 25%) to help with booth setup and teardown, staff the booth, and collect leads.
• Compile post-show recaps, including lead lists, costs, and attendee feedback.

Marketing Administration

• Process marketing invoices, purchase orders, and expense reports, and help track spending against budget.
• Maintain marketing files, asset libraries, and project trackers.
• Coordinate with vendors, printers, and promotional product suppliers on quotes, orders, and delivery timelines.
• Order and manage inventory of sales collateral and branded merchandise.
• Support the team with scheduling, meeting notes, and general administrative tasks.

Marketing Support

• Assist with updating content on the website, social media, and email campaigns as needed.
• Help prepare presentations, reports, and basic marketing materials.
• Enter and clean up lead and contact data in our CRM.

What We Offer

• Competitive salary: [$50,000 – $65,000]
• Health, dental, and vision insurance
• 401(k) with company match
• Paid time off and holidays
• Hands-on training and room to grow within the marketing team

What We're Looking For

Required

• Bachelor's degree in Marketing, Communications, Business, or a related field, or equivalent experience.
• 0–2 years of experience in marketing, events, or administrative support (internships count).
• Strong organizational skills and the ability to juggle multiple deadlines.
• Clear, professional written and verbal communication.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint) and Outlook.
• Ability to travel up to 25%, including occasional overnight and weekend travel.
• Ability to lift up to 40 lbs for booth setup and shipping.

Nice to Have

• Experience with trade shows, events, or vendor coordination.
• Familiarity with a CRM (e.g., Salesforce, HubSpot) or project management tools.
• Basic design skills (Canva, Adobe Creative Suite).
• Experience in a B2B or manufacturing environment.