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Event Coordinator

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Basic Function and Scope of the Position:
The Event Coordinator works with the Global Marketing Event Team to provide administrative support for events, tradeshows, and sponsorship programs (30+ events annually) to ensure successful execution. This includes assisting with logistical coordination and administration of activities related to planning of large tradeshows as well as supporting smaller sponsorships and events.

Roles/Responsibilities:
• Work with global marketing events team to coordinate logistics and administrative deliverables for tradeshows. Logistics can include: timeline and schedule management, expense management, compliance and marketing resource request submissions, staff registration, housing, and packing and sending exhibition material to and from the client and the exhibit warehouse.
• Work with vendors, e.g. exhibit house, printers, agencies, etc., to ensure timely, cost-effective execution
• Manage deliverable schedule including working with internal partners on upcoming event activity, fulfilling logistical requests and updating project management software with recent activity
• Assist in input and monitoring of event deliverable submissions in Workfront (Marketing Resource Management Platform) and Marketing/Legal/Regulatory (Compliance) submission in QuickBase
• Track expenses and assist in complete financial reconciliation and reporting
• Processing of show leads in CRM system and reporting
• Maintain show schedules, project checklist and processes through exhibit management templates
Preferred Educational Background:
• Bachelor of Arts or Sciences degree in communication, marketing, hospitality management, life sciences, or related field preferred

Preferred Experiential Background:
• 1-2 years’ experience in trade show/events and/or the life science industry preferred
• Ability to work in a fast paced environment, with multiple and changing priorities while maintaining strong focus on execution and results.
• Strong interpersonal and collaboration skills with an ability to communicate at all levels of an organization both internally and externally.
• Excellent written and verbal communication skills, including project management skills
• Strong organizational and planning skills
• Detail-oriented with excellent follow-up, budgeting, and time management skills
• Adept at handling multiple complex projects simultaneously under pressure to meet tight deadlines
• Knowledge of marketing communications and graphics helpful
• Must be proficient in Microsoft Office suite of products (including strong knowledge of excel),
• The employee must occasionally lift and/or move up to 45lbs
• Onsite duties may require bending, walking, or standing for an extended period of time

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