Marketing Coordinator - Conferences & Events

Full-Time | Rochester, NY | Marketing | Salary starting at $55,000

Wilmac Technologies delivers AI-powered customer interaction and workforce optimization solutions that put people first.

Serving communications centers across public safety and highly regulated industries, Wilmac helps organizations simplify data retention compliance, optimize their workforce, and create seamless customer experiences.

Powered by in-house product development, strategic partnerships, and a solution-focused team, Wilmac provides a tailored SaaS model and hands-on expertise through its suite of products and services enhanced by AI and intelligent automation.

With a commitment to solving complex challenges through innovation, Wilmac enables customers to take control of their technology, modernizing operations, strengthening compliance, and maximizing the value of their technology.

We are looking for a driven and organized Events & Conference Marketing Specialist to lead Wilmac’s presence at trade shows, conferences, and industry events. This is a hands-on role for someone who thrives on logistics, loves representing a brand in the field, and can translate event activity into compelling content and measurable results.

The right candidate will own the full event lifecycle, from pre-show planning and content creation to on-site execution and post-event follow-through. You will be the face of Wilmac at events, working closely with the marketing, partner, and sales teams to ensure every booth, session, and touchpoint reflects our brand and drives pipeline.

This role is primarily focused on events and conference marketing but also contributes to the broader marketing team across content, campaigns, and communications. Flexibility, initiative, and a team-first mindset are essential.

This position is based out of our Rochester, NY office. Candidates must be willing and able to travel to the majority of Wilmac’s trade shows and conferences throughout the year.

• Own Wilmac’s event calendar, managing registration deadlines, booth contracts, shipping logistics, and vendor coordination from start to finish
• Research and propose conference attendance and sponsorship opportunities, including a business case and budget rationale, for review and approval prior to committing
• Travel to and lead on-site execution at trade shows and conferences, including booth setup/teardown, staff scheduling, lead capture, and real-time problem solving
• Brief the team before each event on objectives, talking points, and lead capture processes; lead post-event debriefs and coordinate follow-up with sales
• Maintain event inventory including booth displays, signage, collateral, swag, and demo equipment; oversee ordering, storage, and shipping
• Support the planning and logistics of Wilmac-owned events

• Create pre- and post-show campaigns across email, social media, and web to drive engagement and maintain momentum around each event
• Develop event-specific collateral (one-pagers, banners, presentations, and digital assets) aligned with current messaging and campaigns
• Capture photos, video, and content at events for use across social media, the website, and future marketing materials
• Support speaker submissions, session abstracts, and logistics when Wilmac team members present at conferences

• Contribute to broader marketing initiatives (content creation, social media, email campaigns) as bandwidth allows
• Collaborate with the sales and partner teams to ensure consistent messaging across the full buyer journey
• Maintain Salesforce with event leads, contacts, and activity data; contribute to post-event reporting and performance tracking

• 2–4 years of experience in event marketing, trade show coordination, or a related marketing role; B2B or SaaS experience preferred
• Proven experience managing trade show logistics end-to-end, including vendor coordination, shipping, and on-site execution
• Strong project management skills with the ability to juggle multiple events and deadlines simultaneously without dropping the ball
• Excellent written and verbal communication skills; comfortable representing the Wilmac brand with customers, prospects, and partners
• Self-starter with a proactive attitude; you spot what needs to be done and do it without waiting to be asked
• Willingness and ability to travel to the majority of Wilmac’s trade shows and conferences throughout the year; some events may require weekend travel
• Experience with CRM platforms (Salesforce preferred), email marketing tools, and project management software
• Proficiency in Microsoft Office Suite; experience with design tools (Canva, Adobe) a plus
• Familiarity with public safety, emergency communications, or regulated industries a plus but not required

• Lead high-visibility, high-impact work that directly supports Wilmac’s growth in the market
• Travel to industry events across the country and build a strong professional network in public safety, enterprise compliance, and SaaS
• Collaborate closely with an energetic marketing and sales team in a fast-moving, niche technology industry
• Gain hands-on experience with tools like Salesforce, Loomly, and other martech platforms
• Career development and growth opportunities as Wilmac continues to scale
• Competitive salary, benefits package, and a collaborative team culture

Send your resume and a brief note about your event marketing experience to Emily McNulty at emcnulty@wilmactech.com. In your application, please share about a trade show or conference you owned from start to finish.