Marketing Events Coordinator

Position Summary

*This position is In-Person at our facility*

The Marketing Events Coordinator will play a key role in supporting the planning, organization, and execution of corporate events and nationwide trade shows. This position focuses on logistical coordination, deadline management, and ensuring all event-related details are handled efficiently. Working closely with the Marketing Manager and other team members, the Marketing Events Coordinator will manage calendars, track registration deadlines, oversee the shipment and organization of show assets, and assist with travel and accommodation arrangements. In addition, this role will provide administrative and organizational support to the Sales and Marketing team, including handling internal data, documentation, and task-oriented objectives to ensure smooth operations. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced environment where multitasking and proactive communication are essential.

Responsibilities

•    Collaborate with the Sales and Marketing team to create and execute integrated campaigns.

•    Develop and maintain event calendars, timelines, and task lists to ensure all deadlines for registration, asset preparation, and logistics are met.

•    Coordinate the shipment and tracking of trade show assets, including equipment trailers, display materials, and company merchandise.

•    Arrange travel accommodations, including flights, hotels, and meals for staff attending events.

•    Assist in managing on-site logistics during events and trade shows, ensuring smooth execution.

•    Support the collection and organization of project data, event metrics, and post-event reporting.

•    Capture event photos, company products, and assist with visual documentation for internal and external use.

•    Collaborate with internal and external teams to gather necessary content and information for event preparation.

•    Prepare presentations and lead pre-show briefings for major trade shows, ensuring the sales team is fully informed on schedules, expectations, dress code, and key event details, etc, as needed.

•    Maintain accurate records of event-related expenses and assist with budget tracking.

•    Ensure project profiles, case studies, and highlights are developed accurately and in a timely manner.

•    Ensure all sales and marketing assets—including literature, websites, presentations, and other materials—are kept current with the latest photography, graphics, video, and other material showcasing our latest designs and technologies.

•    Maintain organization and regularly update the Company’s library of photography, video, and other graphic resources.

•    Assist with creation, production, and proofing of sales support documents, presentations, and related website content.

•    Assist in planning and executing photo and video shoots of Hydro-Dyne’s equipment, events, and other areas (e.g., offsite installations) to ensure they are scheduled in a timely manner and the end product meets high-quality standards.

•    Assist with creation, production, and presentation of trade show meetings to the appropriate employees.
 

Competencies 

•    Understanding of basic business and marketing concepts.

•    Effective written and verbal communication skills.

•    Excellent communication, problem-solving, and organizational skills.

•    Ability to manage multiple tasks from inception to completion.

•    Highly organized with extreme attention to detail and documentation.

•    Self-motivated, comfortable working independently with the ability to meet tight deadlines.

•    Results-oriented with ability to plan and deliver against project deadlines.

•    Respect for company resources and ability to work collaboratively with team members.

•    Trade Show registration and coordination familiarity.

Qualifications

•    Bachelor’s Degree in Marketing, Communications, Event Management, or related field preferred.

•    2-5 years of experience in event coordination, logistics, or marketing support.

•    Strong organizational skills with the ability to manage multiple projects and deadlines.

•    Proficiency in MS Office; experience with project management tools is a plus.

•    Ability to travel as needed for event support.

•    Attention to detail and ability to work independently in a fast-paced environment.

•    Experience with Adobe Creative Cloud (Photoshop/Premiere) and CRM systems (HubSpot) a plus.

•    Digital photography and video editing experience a plus.
 

Salary : $45,000 - $50,000