We are seeking a Senior Trade Show & Event Manager to plan and execute our strategic third-party events program with a world-class standard of execution, supporting key growth segments across trade shows and conferences. This role is also responsible for executing our ConneXions at Local regional event program and supporting a high-visibility workstream for ConneXions, our annual conference. The ideal candidate works cross-functionally with sales and other departments to deliver outstanding event experiences with an exceptional level of performance and extreme attention to detail.
End-to-End Event Execution & On-Site Delivery
- Execute assigned trade shows and events from planning through on-site delivery and post-event closeout, with exceptional attention to detail and a high standard of service.
- Personally manage the day-to-day details of event execution, including booth design and production, F&B orders, vendor coordination, event supplies, shipping, signage, audiovisual needs, transportation, hotel room blocks, and on-site setup and breakdown.
- Build and maintain detailed event timelines, run-of-show documents, production schedules, checklists, and deadlines, ensuring every deliverable is completed accurately and on time.
- Serve as a hands-on on-site event lead, actively supporting setup, vendor arrivals, booth readiness, attendee needs, schedule changes, and real-time troubleshooting throughout the event.
- Execute event registration and ticketing, including building and maintaining attendee lists, tracking RSVPs, processing changes, and ensuring registration information is accurate and current.
- Use event management platforms such as Cvent, along with internal tracking systems, to execute registration, attendee communications, and event logistics.
- Coordinate and personally track event supply, collateral, and inventory needs, including placing orders, managing warehouse requests, monitoring shipments, and confirming materials arrive on time and are event-ready.
Cross-Functional Planning & Stakeholder Coordination
- Manage multiple concurrent events with competing priorities and deadlines.
- Partner cross-functionally with internal stakeholders to align event strategy with target attendee personas and event objectives.
- Support contract negotiation and coordination with venues, vendors, and suppliers as needed.
- Serve as the primary point of contact for event-related communications across key stakeholders.
- Build and maintain strong working relationships and collaboration with external vendors and strategic partners.
Budget Tracking & Event Expense Management
- Track event budgets in real time, ensuring all expenses are accurately recorded and aligned to approved spend.
- Create and manage purchase orders (POs), process invoices, and coordinate timely vendor payments.
- Reconcile event expenses, including vendor invoices, credit card charges, and internal expense reports.
- Maintain detailed budget trackers and financial documentation for each event.
- Flag budget variances early and ensure alignment to pre-approved financial targets.
Post-Event Reporting, Recap & Follow-Up
- Drive post-event ROI measurement and attribution, including lead tracking, pipeline impact, and engagement metrics.
- Collect and analyze attendee feedback and performance data to evaluate overall event success.
- Create post-event recaps and reports, highlighting key insights, outcomes, and recommendations.
- Ensure timely follow-up and lead handoff to sales, with clear tracking of next steps and outcomes.
Qualifications
- 8–12+ years of relevant experience executing trade shows, conferences, and events, with a strong focus on hands-on logistics and delivery.
- Ability and willingness to travel approximately 30%–40%, including evenings and weekends, to support on-site event execution.
- Strong project management skills, with exceptional attention to detail and the ability to manage aggressive timelines across multiple priorities.
- Ability to perform in high-pressure, fast-paced, deadline-driven environments with professionalism and an unflappable attitude.
- Strong sense of ownership, accountability, and a positive, team-oriented approach.
- Advanced proficiency in Microsoft Office and collaboration tools such as Teams and SharePoint.
- Advanced knowledge of Cvent preferred, experience with additional event management platforms a plus.
- CMP or similar industry certification is a plus; Bachelor’s degree preferred.
Benefits:
- Calix is proud to offer comprehensive health and wellbeing programs for our employees, details provided by recruiter.
Location:
- Calix is a fully remote company so this position can be located in the United States or Canada.
The base pay range for this position varies based on the geographic location. More information about the pay range specific to candidate location and other factors will be shared during the recruitment process. Individual pay is determined based on location of residence and multiple factors, including job-related knowledge, skills and experience.
San Francisco Bay Area:
133,400 - 200,100 USD Annual
Select US Metros and States:
116,000 - 174,000 USD Annual
Other US Locations:
104,400 - 156,600 USD Annual
As a part of the total compensation package, this role may be eligible for a bonus. For information on our benefits click here.
