The Marketing and Events Coordinator oversees all events including national and regional trade shows, as well as group visits to headquarters. This person will lead and coordinate all aspects of event management, including pre-planning, on-site execution and post-event wrap-up; to include space selection and contracts, exhibit design, pre- and at-show promotional activities, vendor management, logistics, schedules and budgets.
Acting as a liaison between various departments; including Marketing and Sales, he/she will also manage the sample kits creation process for new products and support the Sales team and our sales partners with ongoing needs for product samples, literature and giveaways.
This person will collaborate with the Marketing team on various projects as needed and provide administrative-level support in the areas of trademarks, continuing education, analytics, tracking and reporting.
Roles & Responsibilities:
Trade Shows and Events
Coordinate national and regional trade show exhibits, company events, seminars, and agent events including: booth selection, event logistics, booth staffing and schedules, lodging, show meetings, packaging/shipping of marketing materials, and all associated paperwork and logistical details
Keep track of all pertinent deadlines relevant to events and conferences, including booking dates, orders, payments, cancellation, material receipt, installation/dismantle and other important deadlines
Travel to events and trade shows when necessary, responsible for booth set-up and dismantle and managing all aspects of the booth and event including training of booth staff, schedules, special events, meals, etc.
Oversee all aspects of special events including location identification and budgeting, space reservation and all contracts, orders and vendor coordination for furniture, AV, catering, etc. Ensure perfect execution preparation, coordination during the event, and post-event reconciliation, reporting and follow-up
Work cooperatively with Sales and Marketing to ensure leads conversion and track event ROI.
Maintain, track and update event materials: booth properties, product displays, literature, promotional items and other exhibit supplies
Maintain and track yearly event schedule in collaboration with Sales and other functions, and assist Director of Marketing in event selection and budget planning. Track and report on events budget
Work collaboratively with marketing team to plan and execute marketing campaigns around events, including engagement campaigns in Pardot, social media, and promotion on the company’s website. Responsible for maintaining the events listing current on the company website. Act as social media resource providing material for the marketing team to use in social media activities during the event
Act as a liaison between marketing, sales, exhibit house and other vendors
Prepare post-show reports, ROI analysis
Customer Visits and Sales Support
Assist Sales with group visits; including: visit itineraries, safety instructions, communications with sales representatives, visitor lists and registration, event reservations and ticket purchases, lodging, local transportation, catering orders, and room reservations
Reconcile invoices and commissions received from hotels and prepare monthly reports for Sales
Product Samples, Literature and Giveaways
Maintain and track inventory of product samples and support sales and agents with sample needs, including shipping/collecting/receiving/inspecting
Work with Marketing, Sales and outside vendors to create sample kits for new product launches
Interface with industry partners to maintain information and keep databases current
Support Marketing Director with analytics and monthly/quarterly reports of website, social media and campaign performance.
Enter POs for Marketing department in ERP system
Support organization with administrative duties as needed, such as occasionally covering the reception desk
Perform other duties as necessary
Experience in trade show and events planning, and vendor management
Superior project management abilities, detail oriented, organized and focused on accuracy
Excellent communications, interpersonal and problem-solving skills
Superior written and oral communication skills
Strong work ethic and demonstrated history of initiative, drive, and self-direction
Ability to prioritize and manage projects through to completion in collaboration with team members, other departments and external vendors, and under minimal supervision
Ability to work with tight deadlines and to adapt to changing priorities
Proficiency at juggling multiple projects and tasks
Collaborative team player who embraces constructive criticism and can adapt to change easily
Skilled with Microsoft Office Suite
Proficiency with Adobe Creative Suite, Pardot, Salesforce or other CRM, or social media channels a plus
Bachelor’s degree in Marketing, Communications, Public Relations, or other, coupled with relevant field experience
2-3 years’ experience in a similar role or in the trade show industry
Ability to travel up to 25% of the time
The Confidential Company is an Equal Opportunity Employer. All candidates will be evaluated on the basis of their qualifications for the job in question. We do not base our employment decision on an employee's or applicant's race, color, religion, age, gender or sex (including pregnancy), national origin, ancestry, marital status, sexual orientation, gender identity, genetic identity, genetic information, disability, veteran/military status or any other basis prohibited by local, state, or federal law.