Marketing Coordinator, Meetings and Events

The Meetings and Events Coordinator play a vital role in supporting the Associate Director, Meetings, and Events by ensuring the seamless execution of all event-related activities. This position is responsible for coordinating logistics, managing documentation, day-to-day management of ExhibitDay Software for regional and national conventions, and fostering strong relationships with both internal teams and external partners. Success in this role is measured by the ability to deliver a well-organized event, maintain communications with our stakeholders and vendors to meet organizational objectives, and uphold high standards of service. By acting as a central point of contact for event planning and execution, the coordinator helps drive the organization’s reputation for excellence in meetings and events, contributing directly to overall business goals and team success.

Location: This role can be remote. Preference for candidates based in EST or CST. 

Responsibilities:   

• Support the Associate Director, Meetings, and Events with event-related tasks, including coordinating, maintaining, and overseeing the event planning process.
• Maintain event schedules, spreadsheets, budgets, records, and other event-related documentation.
• Coordinate collateral materials for meetings, events, or other projects as needed.
• Assist in the planning and coordination of various company events.
• Track, maintain, and communicate event-related budgets.
• Manage event-related contracts and ensure timely processing of related payments.
• Coordinate logistics including event menus, room layouts, A/V, and technical details.
• Communicate with internal teams to ensure implementation of pre-event, at-event, and post-event strategies.
• Establish and maintain productive relationships with internal and external stakeholders, vendors, venues, and partners.
• Effectively communicate event-related details to all relevant parties.
• Collaborate with outside vendors to execute projects and ensure deliverables are met.
• Assist with general marketing operations activities as requested.

Who You Are

• Minimum of five years prior experience in marketing events or event planning industry.
• BA/BS Degree in Business, Communications, Hospitality, Marketing, or a related field of study is preferred.
• Superior attention to detail and organizational skills
• Exceptional communication and presentation skills, both verbal and written
• Prolific knowledge of computer programs (Microsoft Office, G-Suite)
• High level of decision-making, problem-solving, and strategic planning skills
• Strong prioritization and time management skills with the ability to execute duties independently and successfully under pressure and time constraints.
• Must be comfortable in a fast-paced environment and able to work on several projects simultaneously while maintaining a high level of accuracy and attention to detail.
• Has excellent interpersonal skills with the ability to work collaboratively, both internally and externally, and to inspire confidence and trust.
• Ability to travel to and from venue locations to meet with vendors, help with set-up, and work with staff to ensure the completion of a successful event.
• Ability to work extended and/or irregular hours including nights, weekends, and holidays, and ability to adjust work schedule to coincide with events when necessary.
• Ability to travel domestically and potentially internationally up to 20% of the time to attend events to ensure they are executed successfully.
• Ability to lift, pack, and ship event materials for events.