Event Specialist Coordinator Jobs

JOB SUMMARY: The Event Specialist is responsible for assisting in the support, management, and implementation of company events including in-person industry trade shows and conferences, company-hosted events and client (online) webinars.

JOB ROLES AND RESPONSIBILITIES:
1. Works with manager to identify event attendees and participants, gain approvals from leadership and manage event registrations accordingly. Assists in tracking against conference budget.
2. Collaborate with event attendees to identify marketing collateral needs for events. Work with marketing and design to create and develop collateral that delivers on business and marketing strategies for the event(s). This includes the development and coordination of marketing slicks (PDF), signage, booth graphics and promotional items. Makes attempts to generalize and reuse materials wherever possible to help ensure cost effectiveness.
3. Utilize Asana (marketing project tracking software) to track deadlines and event participation and help drive efforts through meetings and communication with attendees. This includes but not limited to: conference sponsorships, event registrations, budget tracking, marketing material development and shipping.
4. Assist with pre-show kick-off meetings with business owners and attendees to ensure that goals, messaging and materials are clearly identified.
5. Coordinate shipping of all materials to appropriate location(s) and communicate with event attendee(s) about shipment and management of items.
6. Work with marketing team as necessary to help develop Power Point presentations for various corporate events including employee meetings and client meetings.
7. Manage inventory levels, forecasting, and ordering procedures for promotional products and other printed materials.
8. Coordinate client webinars and communication to promote them. Provide assistance with webinar preparation, dry-runs and behind the scene management of webinar.
9. Coordinate and implement post-event survey to capture ROI and feedback from attendees. Include results in template provided and work with manager to share with business partners.
10. Conduct pre and post conference outreach on behalf of attendees in order to increase in-person meetings.
11. Build relationships with contacts at conference organizations year-over-year.
12. Research exhibit/sponsorship opportunities and make recommendations based on company goals and budget
13. Execute social media strategy and Amplify posts for all events where we exhibit, sponsor and/or present to help build industry awareness.
14. Coordinate with PR team for media opportunities at conferences and events.

JOB SCOPE: The Event Specialist works under general supervision with latitude and discretion to make choices within standard parameters as well as to assess and recommend alternatives in absence of such parameters. The incumbent possesses and applies a general range of knowledge of practices and procedures within the events field to complete job responsibilities. Work is varied and is subject to periodic review with limited latitude for unreviewed decisions and actions to ensure accuracy in work outputs due to the impacts to revenues and company image.

JOB REQUIREMENTS (Education, Experience, and Training):

• Ability to work under deadline pressure and extra hours if needed on assignments
• Ability to multitask with multiple deadlines and/or milestone requirements
• Healthcare or insurance industry event experience preferred but not required
• Ability to interface and communicate with all levels within the Company, including Senior Leadership, as well as external contacts
• Ability to deliver event coordination projects within deadlines and budgets
• Some travel may be required
• Bachelors degree preferably with a major in marketing, communications, advertising, business, or journalism preferred; or 3+ years of experience related to events, marketing, communications, sales, and/or business
• Ability to effectively coordinate multiple projects at once and meet tight deadlines
• Ability to use software, hardware, and peripherals related to job responsibilities, including MS Office, Zoom Webinar, Asana, and conference management solutions
• Interpersonal, attention to detail, negotiation, communication (verbal and written), presentation, problem solving, project management, prioritization, and organizational skills required
• Knowledge and understanding of the sales and marketing function as well as marketing principles, practices and techniques including marketing analysis and research tools
• Ability to work independently as well as part of a team

As an Equal Opportunity Employer, the Company will provide equal consideration to all employees and job candidates without regard to sex, age, race, marital status, sexual orientation, religion, national origin, citizenship status, physical or mental disability, political affiliation, service in the Armed Forces of the United States, or any other characteristic protected by federal, state, or local law.