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Event Coordinator

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Basic Function and Scope of the Position:
The Event Coordinator works with the Event Team to provide support for corporate tradeshows and sponsorship programs (50+ events annually) to ensure successful execution. This includes assisting with logistical planning of large multi-segment tradeshows as well as supporting smaller sponsorships and meetings.

Roles/Responsibilities:
• Work with conference planning team to coordinate logistics and deliverables for trade shows. Logistics can include: booking booth and meeting space, creation of registration badges, managing housing, packing and sending exhibition material from the warehouse and returning exhibition materials to the warehouse
• Work with vendors, e.g. exhibit house, printers, etc., to ensure timely, cost-effective execution
• Manage sponsorship schedule including working with internal partners on upcoming sponsorship activity, fulfilling logistical requests and updating spreadsheet with recent activity
• Assist in creation and send of pre-show and post-show communications
• Develop staffing and pre-conference training schedules
• Travel to and support onsite execution and management of key events, including show set-up and take-down
• Track expenses and assist in complete financial reconciliation
• Ensure processing of show leads in CRM system and distribution to sales force
• 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 presentation 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),
• Willing to travel up to 20% domestically to organize events as needed, may include travel on some evenings and weekends
• 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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