Trade Show and Event Coordinator

The Company

Hallstar is a leading global provider of specialty chemistry solutions with a presence in two market segments: Beauty and Industrial Solutions. Hallstar takes immense pride in its extensive portfolio of patented technologies, its ability to remain agile and innovative, and its high standards for delivery of customer experience. The company takes a collaborative approach to every engagement, working to understand customer businesses in order to provide not only the products that customers need, but the technical support, chemistry expertise and industry knowledge that help the customer make the most of those products. Based in Chicago, IL with a global footprint that includes operations in the United States, Brazil, France, Italy and China, the team-oriented culture is vibrant and engaging with values that encourage innovation, integrity, professional development, and a healthy work/life balance.

To learn more about our exceptional organization, visit www.hallstar.com. Let’s Work Wonders ®

Position Summary

We are currently seeking a Trade Show and Event Coordinator to support the global Hallstar organization in the delivery of first-class marketing events and internal meetings. The ideal candidate for the Event Coordinator is a dynamic and detail-oriented person who can manage the event planning process with superior customer service and organization skills and a high level of professionalism. This position supports both the Industrial Solutions and Beauty & Personal Care divisions and is located at Hallstar’s corporate headquarters in downtown Chicago, reporting to the Director of Brand & Marketing Communications.

Responsibilities

• Coordinate, plan, organize, and execute trade shows (up to 25 per year) and other corporate events from end to end according to requirements, target audience and objectives, inclusive of venue selection, pre and post event communications, project plan, timeline, schedules, etc.
• Manage trade show calendar in all global regions, and support Hallstar’s participation through promotional activities, award submissions, displays, giveaways, on-site management (some travel required), etc.
• Collaborate with the HR team in the delivery of the company’s premier training program, Hallstar Leadership Institute, by managing internal seminar’s logistics, including RFPs, travel arrangements (air, car, bus, etc.), onsite amenities and meals.
• Support Hallstar teammates by taking responsibility for deadline communications and successful execution of the event planning timeline.
• Negotiate with multiple vendors for necessary event-related details and costs.
• Coordinate materials shipping (including customs requirements, if necessary) and event load-in/load-out.
• Prepare and organize event budgets, ensure adherence, identify areas of efficiencies, review invoices for accuracy and process payments, and set up vendors in collaboration with the Accounting team.
• Define, prioritize, delegate, and track events, generate event reports, where needed, and perform post-event follow up duties and analysis for continuous improvement.
• Responsible for scheduling and facilitating internal meetings with stakeholders and events team and obtain decisions and alignment on the progress of the event
• Ensure event is completed smoothly and step up to resolve any problems that may occur.
• Coordination of all collateral printing and branded merchandise ordering on a global basis

Qualifications

• Strong language (written and oral) skills, a love for clear, impactful communications
• Proficiency with Microsoft Office (esp. Microsoft Word, Excel, PowerPoint, Teams)
• Experience in mid- to large-scale, multi-layered event planning in a professional, academic and/or non-profit setting.

Other Requirements

• Able to consistently display a positive, professional, customer service focus
• Excellent collaboration and partnership skills
• Customer-driven and able to interface with both internal and external clients including organizational leadership
• Exhibits strong project management skills, with outstanding attention to detail and an exemplary commitment to meeting deadlines
• Able to make decisions and work autonomously in ambiguous situations
• Entrepreneurial spirit; sense of urgency
• Proactive and task driven

Benefits

• Benefits include Medical, Dental, Vision, Pension, 401(k) Plan, Flexible Spending Accounts, Group Term Life Insurance, Optional Life Insurance, Short/Long Term Disability Programs, as well as holiday and paid-time off benefits.