Marketing & Events Coordinator

Position Summary:

LLH Healthcare is seeking a highly organized, proactive, and detail-oriented Marketing & Events Coordinator to support the execution of marketing initiatives, corporate events, collegiate events, conferences, and day-to-day department operations.

This role serves as both the operational backbone of the Marketing Department and a unique opportunity for an early-career marketing professional to gain broad, hands-on experience across events, brand marketing, project management, strategic partnerships, and executive marketing operations.

This is a highly active, event-driven position that requires frequent travel. While travel demands may vary throughout the year, candidates should expect periods of significant and consecutive travel based on conference schedules, collegiate events, sponsorship activations, and other company initiatives. Travel may include evenings, weekends, overnight stays, and occasional extended periods away from the office.

The ideal candidate thrives in a fast-paced environment, enjoys managing multiple priorities, and has a passion for creating exceptional experiences through thoughtful event execution, strong communication, and outstanding organizational skills.

Key Responsibilities:

Event & Hospitality Management

• Coordinate hospitality events associated with LLH Healthcare’s collegiate partnerships.
• Plan and execute conference logistics, including registration, travel, lodging, transportation, shipping, booth coordination, credentialing, and event timelines.
• Assist with the planning and execution of corporate events, sponsorship activations, community events, partner events, and internal meetings.
• Coordinate vendors, venues, catering, signage, promotional materials, event schedules, and on-site requirements.
• Attend conferences, collegiate events, hospitality experiences, sponsorship activations, and company functions as required.
• Serve as an on-site representative of LLH Healthcare and assist with event setup, execution, guest experience, and breakdown.
• Manage event budgets, timelines, run-of-show documents, contact lists, and post-event recaps.
• Anticipate event needs, troubleshoot issues, and make timely decisions while on-site.
• Maintain event calendars and help identify scheduling conflicts, deadlines, and upcoming logistical needs.

Travel Requirements:

• Coordinate and participate in frequent travel related to conferences, collegiate partnerships, hospitality events, sponsorship activations, and company initiatives.
• Be available for periods of heavy travel, including consecutive trips during peak event and conference seasons.
• Travel may require early mornings, evenings, weekends, overnight stays, and occasional extended periods away from home.
• Maintain flexibility as event schedules, travel plans, and on-site needs may change with limited notice.
• Ensure all travel arrangements, itineraries, confirmations, credentials, and supporting materials are accurate and communicated to the appropriate team members.
• Represent LLH Healthcare professionally while traveling and interacting with partners, clients, guests, vendors, and event attendees.

Marketing Operations:

• Serve as the primary administrative support for the Marketing Department.
• Schedule meetings, coordinate calendars, prepare agendas, and manage departmental logistics.
• Attend meetings and document detailed notes, decisions, action items, deadlines, and project updates.
• Distribute meeting recaps and follow up with team members to help ensure assigned tasks are completed.
• Maintain project timelines and assist with project management using Monday.com and other project management platforms.
• Track marketing requests and ensure projects are progressing according to established deadlines.
• Assist with vendor communications, purchase requests, invoices, contracts, and marketing inventory management.
• Coordinate the shipping, delivery, storage, and distribution of marketing materials for conferences, partners, events, and internal teams.
• Assist with presentations, event materials, documents, and basic marketing collateral as needed.
• Maintain accurate records related to event expenses, travel, vendors, and departmental projects.

Department Coordination:

• Assist with cross-functional communication between Marketing and other departments.
• Coordinate with external partners, collegiate contacts, conference representatives, venues, vendors, and internal stakeholders.
• Maintain department documentation, project files, event records, contact lists, and marketing asset organization.
• Help prioritize scheduling and logistical needs across multiple simultaneous projects and events.
• Support special projects and additional marketing initiatives as assigned by the Director of Marketing.
• Perform all other duties as assigned.

Qualifications:

• Bachelor’s degree in Marketing, Communications, Advertising, Public Relations, Business, Event Management, or a related field preferred.
• One to three years of experience in marketing, event planning, hospitality, project coordination, administrative support, or a related field.
• Exceptional organizational, time-management, and project coordination skills.
• Strong written and verbal communication skills.
• Experience coordinating travel, conferences, hospitality, or event logistics.
• Ability to manage multiple projects, events, and deadlines simultaneously.
• Proficiency in Microsoft Office and project management software such as Monday.com.
• Valid driver’s license and the ability to travel by car and air as required.
• Ability and willingness to travel frequently, including during periods of extensive or consecutive travel.
• Availability to work evenings, weekends, and nontraditional hours based on event and travel schedules.

Preferred Skills:

• Experience with conference planning, collegiate athletics, hospitality, sponsorship activations, or corporate events is preferred.
• Strong attention to detail and consistent follow-through.
• Excellent interpersonal, hospitality, and customer service skills.
• Ability to anticipate needs and solve problems independently.
• Comfortable making decisions and adapting quickly while working on-site.
• Ability to remain organized and professional in fast-paced, high-pressure environments.
• Comfortable working collaboratively while also taking ownership of individual responsibilities.
• Ability to maintain confidentiality and professionalism while working with executives, partners, clients, and external stakeholders.
• Strong written documentation and meeting-note skills.
• Experience using Canva is a plus.
• Previous experience traveling for work or supporting multi-day events is preferred.

Physical and Scheduling Requirements:

• Ability to travel frequently by car and air.
• Ability to stand or walk for extended periods during events.
• Ability to assist with event setup and breakdown, including moving or lifting event materials as needed.
• Ability to maintain a flexible schedule based on travel, conferences, collegiate events, and company needs.
• This position may experience peak periods in which travel and event responsibilities are substantially heavier than during other times of the year.