Your Mission

CADSI is seeking an organized, service-focused, and proactive Exhibit Services Assistant Manager to support the planning and delivery of exhibitor, sponsor, and event services across CADSI's portfolio of industry-leading events.

Reporting to the Exhibit Services Manager, the Exhibit Services Coordinator is responsible for supporting the successful delivery of exhibitor and sponsorship programs, coordinating event logistics, maintaining strong relationships with exhibitors and event partners, and helping ensure a seamless experience for all participants.

As a key member of the Event Operations team, you will play an important role in supporting CANSEC, Canada's largest defence, security, and emerging technology event, as well as CAF Outlooks, Cyber and Digital Outlooks, industry networking events, Women in Defence and Security (WiDS) programming, and other association activities.

The successful candidate will be highly organized, customer-service oriented, and able to manage multiple priorities in a fast-paced environment. This role offers an excellent opportunity for an early-career event professional looking to gain elevated experience in tradeshow operations and logistics management, exhibitor relations, sponsorship fulfillment, and large-scale event delivery.

Core Responsibilities

Exhibitor and Sponsorship Services

Serve as a primary point of contact for exhibitors, sponsors, and industry partners. Support exhibitor onboarding and ongoing communications throughout the event planning cycle. Coordinate exhibitor manuals, forms, deadlines, service information, and event updates. Maintain exhibitor floor plans, booth inventory, waitlists, and space assignment records. Assist in coordinating exhibitor placement to optimize floorplan effectiveness and stakeholder objectives. Assist exhibitors and sponsors with registration, booth logistics, and event preparation. Monitor exhibitor and sponsor deliverables to ensure commitments are fulfilled accurately and on schedule. Support sponsorship activation and fulfillment activities before, during, and after events. Assist in the administration of event management platforms, exhibitor portals, registration systems, mobile applications, and lead retrieval technologies. Maintain exhibitor, sponsorship, and event records within CRM and event management systems.

Event Operations and Logistics

Assist with the planning and delivery of exhibit hall and event operations. Support floor plan management and exhibitor space allocation processes. Coordinate exhibitor service requirements with official service providers and event contractors. Assist with venue logistics, signage, registration operations, catering needs, and audiovisual requirements. Support compliance with venue regulations, health and safety requirements, accessibility standards, and exhibitor operating policies. Help coordinate move-in, exhibit installation, event operations, and move-out activities. Support onsite troubleshooting and resolution of exhibitor and operational issues. Assist in maintaining event timelines, project plans, and operational documentation.

Vendor and Service Provider Coordination

Work with official event partners and service providers including: General Service Contractors Convention Centres and Venues AV and Production Providers Registration Providers Freight and Material Handling Contractors Security Providers Catering Services Assist in obtaining quotations, coordinating services, and monitoring key deadlines. Support the administration of vendor agreements, service orders, and operational requirements. Help ensure vendors are meeting service expectations and contractual obligations.

Administrative and Financial Support

Support event budgeting, invoice processing, expense tracking, and reconciliation activities. Assist in the preparation of exhibitor, sponsorship, and event performance reports, including participation metrics, revenue tracking, and stakeholder feedback analysis. Maintain accurate records and documentation using Microsoft 365, SharePoint, CRM systems, and event technologies. Support internal planning meetings and maintain action-item tracking. Contribute to post-event reporting and lessons-learned reviews.

Stakeholder Service and Engagement

Deliver exceptional service to members, exhibitors, sponsors, speakers, and attendees, through proactive engagement and relationship management. Build positive relationships with stakeholders across industry, government, and partner organizations. Respond to inquiries professionally and promptly. Support initiatives that improve exhibitor retention, stakeholder satisfaction, and event performance. Assist in maintaining prospect and renewal pipelines in collaboration with the Business Development team.

Team Collaboration and Continuous Improvement

Work closely with the Event Operations, Membership, Communications, and Business Development teams. Contribute to the development and continuous improvement of event operations procedures and best practices. Identify opportunities to improve efficiency, customer service, and event delivery. Support special projects and other duties as assigned.

General

Support CADSI committees, working groups, and member engagement initiatives as required. Participate in event planning meetings, onsite event delivery, and post-event debriefs. Other duties as assigned, including occasional travel and work outside regular business hours during major events.

Qualifications and Experience

CADSI is looking for a motivated and collaborative individual who enjoys working with people, solving problems, and helping deliver exceptional events.

The ideal candidate will possess

A college diploma or university degree in Event Management, Hospitality Management, Business Administration, or a related field. Two to five years of experience in event coordination, customer service, administration, hospitality, sponsorship support, tradeshow operations, conference management or related stakeholder-facing roles. Strong organizational and project coordination skills. Excellent written and verbal communication abilities. Strong attention to detail and ability to manage multiple competing priorities. A demonstrated commitment to customer service excellence. Proficiency with Microsoft 365 applications including Outlook, Word, Excel, Teams, and PowerPoint. Ability to work independently while contributing positively to a collaborative team environment. Ability to travel and work flexible hours, including evenings, weekends, and extended hours during event delivery periods. Ability to stand and walk for extended periods and perform light physical duties associated with event setup and delivery.

Assets

Candidates may distinguish themselves through: Experience supporting conferences, exhibitions, or large-scale events. Experience working with exhibitors, sponsors, vendors, or association members. Experience working within a not-for-profit, association, or membership-based organization. Familiarity with CRM platforms, registration systems, or event management tools. Experience using AUTOCAD or other drafting software, SharePoint, project management software or similar platforms. Knowledge of Canada's defence, security, aerospace, or emerging technology sectors. Bilingualism (English and French) is an asset. Advanced Microsoft Excel skills.

Compensation and Benefits

This is a full-time, permanent position with a competitive compensation package, salary, ($80,000-$90,000) and 9% discretionary annual bonus, vacation, health and wellness benefits, RRSP matching, and professional development opportunities. CADSI offers a flexible hybrid work environment, a collaborative team culture, and the opportunity to contribute to Canada's largest and most influential defence and security industry events.

Commitment to Diversity, Equity, and Inclusion

CADSI is committed to fostering a diverse, equitable, inclusive, and accessible workplace. We welcome applications from all qualified candidates, including women, Indigenous peoples, racialized persons, persons with disabilities, and members of the LGBTQ2S+ community.

How to Apply

To be considered for this position, please submit your resume and cover letter to applications@defenceandsecurity.ca with "Exhibit Services Assistant Manager" in the subject line.

In your cover letter, please tell us

Why you are interested in working at CADSI. How your education, experience, and skills align with this position.

Only applicants selected for an interview will be contacted.

Thank you for your interest, CADSI Team