Trade Show & Office Manager
3 days ago
Westbury
Trade Show & Office Manager \n Crystorama Lighting | Westbury, New York \n Full-Time | On-Site | Monday–Friday | $80,000 Annual Salary + Benefits \n Reports To: Head of Finance \n Works Closely With: Company Owners & Executive Leadership \n \n About Crystorama \n For over 65 years, Crystorama has been recognized as one of America's premier decorative lighting manufacturers, known for exceptional design, craftsmanship, and customer service. Our products are featured in homes, hospitality projects, and designer showrooms throughout North America. \n We're looking for an exceptionally organized, proactive, and resourceful Trade Show & Operations Manager to become a key member of our leadership support team and help execute many of the company's most important initiatives. \n \n About the Role \n This is one of the most visible and impactful operational roles within Crystorama. \n As the Trade Show & Office Manager, you will lead the planning, coordination, and execution of Crystorama's national trade shows and market events, one of the company's most important sales and marketing initiatives. From planning and logistics to customer hospitality and executive scheduling, you'll ensure every event is executed flawlessly and reflects the Crystorama brand. \n Beyond trade shows, you'll serve as the organizational hub for company ownership by coordinating executive projects and special initiatives, overseeing office operations, and assisting with the development of our new factory showroom and \n Success in this role requires exceptional organization, strong communication skills, sound judgment, and the ability to manage multiple priorities while maintaining a high level of professionalism and attention to detail. \n You'll collaborate with nearly every department-including Sales, Marketing, Product Development, Customer Service, Operations, and Finance to ensure projects move forward, deadlines are met, and company initiatives are executed successfully. \n Occasional domestic travel is required to support trade shows, markets, and company events. \n \n Primary Responsibilities \n Trade Show & Event Leadership \n Trade shows are one of Crystorama's most important investments and primary opportunities to showcase our brand, products, and customer experience. This role is responsible for leading every aspect of trade show planning and execution, ensuring each event is organized, professionally executed, and delivered at the highest level. \n Responsibilities include: \n\n • Lead all trade show planning from concept through execution.\n, • Coordinate logistics, shipping, registrations, and catering.\n, • Manage hotel accommodations, flights, transportation, and travel itineraries.\n, • Coordinate customer appointments and executive schedules during market events.\n, • Partner with the Marketing team to plan, coordinate, and execute market events.\n, • Upload trade show assets to industry portals.\n, • Prepare product hang tags and assist National Accounts with marketing materials.\n, • Coordinate showroom readiness and event logistics.\n, • Support customer hospitality before, during, and after trade shows.\n, • Track, reconcile, and submit trade show expenses to the Finance team for review and processing.\n, • Travel domestically to support trade shows, markets, and company events.\n\n \n Executive Support & Special Projects \n Provide executive support to company ownership while coordinating strategic initiatives and special projects. \n Responsibilities include: \n\n • Manage executive calendars, meetings, and travel.\n, • Coordinate executive projects and special initiatives.\n, • Prepare presentations, agendas, reports, and supporting documentation.\n, • Draft, edit, and proofread business correspondence.\n, • Track executive priorities, deadlines, and follow-up items.\n, • Coordinate executive expense reports.\n, • Maintain confidentiality while supporting company leadership.\n\n \n Project & Factory Showroom Coordination \n Support ownership with the planning and execution of special projects, including the development of Crystorama's new factory showroom. \n \n Responsibilities include: \n\n • Coordinate architects, contractors, designers, and vendors.\n, • Source furniture, fixtures, décor, flooring, tile, and showroom materials.\n, • Obtain vendor quotations and compare pricing.\n, • Place purchase orders and monitor deliveries.\n, • Track project schedules, installations, and outstanding items.\n, • Coordinate vendor appointments and site visits.\n, • Maintain project documentation, warranties, invoices, and vendor records.\n, • Assist with showroom setup and organization.\n\n \n Operations & Office Coordination \n Help ensure the company operates efficiently by overseeing administrative operations and coordinating facility-related activities. \n Responsibilities include: \n\n • Oversee daily office operations.\n, • Manage office, warehouse, breakroom, and facility supply inventories.\n, • Coordinate incoming mail, deliveries, and courier services.\n, • Manage relationships with building management and service vendors.\n, • Coordinate maintenance vendors including HVAC, electricians, plumbers, landscapers, and cleaning services.\n, • Maintain conference rooms, kitchens, and common areas.\n, • Coordinate employee meetings, celebrations, and company events.\n, • Support employee onboarding and workspace preparation.\n, • Develop and improve administrative systems and operational processes.\n\n \n Qualifications \n We're looking for someone who is organized, resourceful, proactive, and enjoys making things happen. \n The ideal candidate will have: \n\n • 3+ years of experience in operations, executive administration, project coordination, event management, office administration, or a similar role.\n, • Exceptional organizational and project management skills.\n, • Excellent written and verbal communication abilities.\n, • Strong attention to detail and follow-through.\n, • Ability to manage multiple priorities in a fast-paced environment.\n, • Professional judgment and discretion with confidential information.\n, • A proactive, dependable, and collaborative work style.\n, • Confidence working directly with executive leadership.\n\n \n Technical Skills \n\n • Microsoft Outlook, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Teams, Adobe Acrobat\n\n \n Why Join Crystorama? \n At Crystorama, you'll have the opportunity to make a meaningful impact within one of the lighting industry's most respected brands. You'll work directly with company ownership, lead the execution of nationally recognized trade shows, contribute to exciting showroom and facility projects, and play a central role in the company's continued growth.
