Event Coordinator and Sales Support Specialist

Job Description

Event Coordinator & Sales Support Specialist

Location: Solana Beach, CA (Hybrid)

Travel: Up to 50%

Reports To: Dave Musil, Managing Partner

Position Overview

We are seeking a detail-oriented, highly organized Event Coordinator & Sales Support Specialist to join our team. This role balances sales support, event planning, project management, and portfolio maintenance. The ideal candidate thrives in a fast-paced environment, is comfortable juggling multiple priorities, and serves as the central link between sales, clients, and internal teams.

Work Structure: This is a hybrid position. The successful candidate will work full-time onsite in Solana Beach, CA for the first several months for onboarding and training. After that, the role transitions to 50% remote work, when not traveling for events and trade shows.

Key Responsibilities

Paperwork Processing

• Prepare and organize sales documents, including proposals, contracts, and reports.
• Complete customer-facing paperwork such as new item forms, deviations, and related requests for the sales team.

Salesforce, Data Aggregator & Google Drive

• Manage internal projects by assigning tasks with due dates and keeping teams accountable.
• Complete and distribute weekly Salesforce Opportunity and Event Reports for brands.
• Generate brand-specific sales reports using the company’s Data Aggregator.
• Maintain organized and up-to-date sales records and files.
• Assisting the leadership team with managing their salesforce.

Trade Show & Event Coordination

• Track leads, opportunities, and customer information in Salesforce; route leads to appropriate sales managers.
• Schedule meetings, calls, and follow-ups tied to internal projects and events.
• Travel as needed to support trade shows, events, and promotions.
• Serve as the liaison between sales reps, clients, and internal teams.
• Oversee event logistics, including timelines, budgets, vendors, and venues.
• Book trade show booths up to one year in advance, coordinating with organizers and internal stakeholders.
• Manage event setup: brand samples, décor, promotional materials, and staffing.
• Handle event registration, guest lists, and on-site check-ins.
• Track event-specific P&L, negotiate contracts, and ensure budget compliance.
• Provide post-event reports, feedback, and actionable insights.
• Support marketing and sales by ensuring events align with company goals.
• Troubleshoot and resolve on-site event issues quickly and effectively.

Portfolio Deck Creation & Maintenance

• Update portfolio decks automatically when brands are added or removed.
• Maintain decks by categorization (e.g., minority-owned, specialty).
• Create distributor decks and customized client decks as needed.

Miscellaneous

• Process client requests quickly and accurately.
• Provide general team support and assist where needed.

Qualifications

• Bachelor’s degree preferred.
• 1–3 years of experience managing multiple priorities in a fast-paced environment.
• Strong organizational skills and exceptional attention to detail.
• Proficiency in Microsoft Office (Excel, PowerPoint, Word).
• Experience with CRM systems (Salesforce strongly preferred).
• Ability to travel up to 50%.
• Clear, professional communication skills with a proactive, problem-solving mindset.
• Strong team-first attitude and ability to adapt quickly.

Skills & Attributes

• Project management and deadline accountability.
• Data analysis and reporting comfort (Salesforce, data tools, Google Drive).
• Event management, budgeting, and vendor coordination experience.
• Creativity and precision in sales/portfolio deck creation.
• Calm under pressure with the ability to resolve on-site issues effectively.