Senior Trade Show & Event Manager

About the role

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