Job Description

The Marketing Event Operations Coordinator will report to the Sr. Director, Events + Experiences in Marketing. This role is responsible for the coordination of logistics and event activation for all lines of business. These events could be virtual, hybrid, or on-site. This role ensures flawless event activations while building scalable systems, processes, and tools that enable the team to operate efficiently and consistently across all event types. This role will collaborate with the extended marketing team, sales and account management, pre-plan + strategy team members, and ensure that objectives have been met and communicated to all stakeholders. This individual will also manage relationships with multiple external vendors to meet schedules and manage deliverables for conference and promotional materials, trade show fulfillment, event structures (ie., booths, signage, collateral, etc.) and materials, signage, giveaways, marketing content, and related campaign assets and plans in a effort to meet business goals while ensuring the accuracy, quality, and consistency of corporate brand standards.

• Work in close partnership with appointed teams, execute the organization’s conference and events calendar, with focus on ensuring an optimal corporate brand presence, brand and sales goals, delivering high quality leads and pipeline generation and/or deepening engagement with clients, and assessing and maximizing ROI in partnership with marketing events + experiences team leadership.
• Create and deliver a, ROS, project plan for each event, to include pre and post event key deliverables, tactics, timelines, and measurable results, helping to ensure alignment to clear strategic business goals and targets.
• Be the point of contact for set-up, troubleshooting, and breakdown during events (virtual or onsite).
• Track event budgets and ensure expenses are within allocated limits
• Develop and document standard operating procedures (SOPs) for all event types, building repeatable workflows for trade shows, executive meetings, client forums, etc.
• Create and maintain centralized project management systems
• Align with the marketing and sales teams’ direction and CRM platform capabilities to identify, maintain, and deliver quantitative and qualitative report updates and dashboards on conference and events
• Manage the events experience digital platform vendor relationship
• Serve as the team’s liaison to find efficiencies and implement best practices for conference execution, , audience alignment, lead generation campaign connection points, speaker plan content coordination, collateral, website and registration, and attendee experience improvements.
• Manage outside vendor relationships and internal partnerships for administrative needs, event logistics and shipping materials.
• Work closely with marketing team to ensure successful event administration and logistics before, during, and after events, including (but not limited to) event registration, space/booth selection, space setup and breakdown, booth and/or collateral needs, signage, catering support, name tags, signage, and vendor support
• Manage to budget and internal approval process, including cross‐functional approvals from sales, product, client service, and legal teams when required and as needed
• Other duties as assigned.

Typical schedule for this position is 8 a.m. CT to 5 p.m. CT.

Qualifications

Education & Experience:

• 3-5 years of experience in event planning, sales and marketing, project management, or comparable experience.

Bachelor's degree in communications, marketing or business preferred.

Skills & Abilities:

• Familiarity and use of AI tools and platforms for organizing, scaling, managing and optimizing corporate event performance
• Ability to proactively analyze, problem-solve, and make quick, sound decisions
• Attention to detail and quality assurance
• Strong verbal and written communication skills
• An affinity for accuracy and efficiency
• Proficiency in Microsoft Word, Outlook, PowerPoint, and Teams
• An aptitude for prioritization and multi-tasking
• Strong collaboration and project management skills
• Experience with Salesforce CRM, preferred
• Strong organization skills with a drive to meet deadlines

Other Requirements:

• Ability to travel as or if needed
• Occasionally lifts up to 25 pounds
• Prolonged periods of sitting at a desk and working on a computer