Events and Conference Coordinator

Weston Solutions, Inc. is an employee-owned environmental and infrastructure services firm with over sixty years of experience helping public and private sector clients achieve a more sustainable future. This role is based in West Chester, PA and requires regular local travel to vendors and event partners within approximately 30 minutes of headquarters.

Responsibilities

Conference & Event Management

• Coordinate logistics for conferences, trade shows, client events, and sponsorships.
• Maintain an event intake process to capture conference requests, deadlines, deliverables, audiences, booth needs, promotional needs, and business development goals before planning begins.
• Serve as the primary marketing point of contact for conference planning teams, helping internal stakeholders understand timelines, requirements, available materials, approval needs, and marketing support options.
• Advise teams on appropriate booth displays, banners, branded materials, and collateral based on event audience, service area, messaging goals, and available inventory.
• Lead event planning meetings and coordinate cross-functional stakeholders.
• Manage shipping, travel coordination, and event timelines.

Vendor & Materials Management

• Manage relationships with conference vendors, printers, and promotional product suppliers.
• Oversee conference SWAG inventory, ordering, and fulfillment.
• Coordinate print collateral, booth displays, and event materials.
• Manage invoices, payment tracking, and budget documentation to keep event commitments aligned with approved plans and deadlines.

Marketing & Lead Generation Support

• Promote events through email, social media, and digital marketing channels.
• Support lead capture efforts and maintain event lead tracking processes.
• Coordinate post-event reporting and follow-up activities with business development teams.

Conference Strategy Support

• Research and recommend conferences, sponsorship opportunities, and speaking engagements.
• Assist with abstract submissions and speaker coordination.

Requirements

• Bachelor's degree in Marketing, Communications, Event Management, Business, or related field.
• 2–5 years of marketing experience preferably coordinating conferences, trade shows, corporate events, or related programs.
• Strong project management and organizational skills.
• Strong writing with the ability to develop clear, engaging marketing content such as brochures, LinkedIn posts, event promotions, and other communications; must be receptive to feedback, comfortable with an iterative review process, and able to incorporate edits to strengthen content.
• Experience managing vendors, budgets, and multiple concurrent projects.
• Demonstrated high standards of work with exceptional attention to detail resulting in high-quality, error-free deliverables.
• An eye for effective design and an ability to create a compelling story through a combination of graphical and textual elements.
• Excellent communication and interpersonal skills.
• Experience with Microsoft Office Suite, Adobe Acrobat, and SharePoint.
• A “can do” attitude with the ability to think proactively, prioritize multiple deadlines, and execute quickly.

Preferred Qualifications

• Experience within professional services, engineering, consulting, or AEC industries.
• Familiarity with CRM systems and lead management processes.
• Experience supporting digital event promotion and email marketing campaigns.

Benefits

Weston provides a generous, comprehensive benefits package program that offers employees high value options with solid financial protection, meeting the personal needs of its people and their families.

• Medical, Dental, Vision
• 401K with base and matching employer stock contributions
• Paid time off includes personal, holiday and parental
• Life and disability plans
• Critical illness and accident plans
• Work/Life flexibility
• Professional development opportunities

Pay

Salary Range: $49,347 – $64,821 – $80,190 (varies based upon experience, education, skill level, and other compensable factors).