Job Description
Reports To: Marketing Communications Manager
Summary: The Events & Marketing Coordinator is responsible for the seamless planning, execution, and logistical coordination of the company's trade show and industry event presence to maximize brand exposure and generate high-quality leads.
ESSENTIAL DUTIES & RESPONSIBILITIES
Event Logistics & Project Management
· End-to-End Coordination: Own the project plan and execution timeline for all national trade shows and small-scale regional meetings.
· Vendor Management: Serve as the primary liaison with external vendors, including show organizers, creative teams, and promotional item suppliers.
· Booth Coordination: Manage all booth-related services, including ordering electrical, internet, furnishings, catering, and audio/visual equipment, ensuring all deadlines are met.
· Booth Supplies: Responsible for packing, unpacking, and inventory of the exhibit booth structure/banners, and all on-site demonstration samples and equipment.
· Shipping & Inventory: Coordinate all outbound and inbound logistics for trade show and marketing materials. Maintain an organized inventory of all trade show assets.
· Budget Tracking: Assist with the development of budgets, diligently track expenses, process invoices, and reconcile budget vs. actual spend for each show.
Promotional Support & Marketing Execution
· Team Communication: Prepare and distribute pre-show briefs for internal staff, ensuring the attendees are well-informed on logistics, manufacturer sponsorship, and booth schedules.
· Travel Communication: Coordinate with corporate Administrative Assistant to ensure hotel block/rooms are secured for the attendees and flights coincide with booth setup and booth tear down schedules.
· Team Collaboration: Collaborate cross-functionally with key departments, including Warehouse, Shipping, and Material Management, to efficiently fulfill demo product requirements and coordinate shipping requirements.
· Material Management: Oversee the procurement, production, and organization of all print and digital marketing collateral (brochures, signage, presentations) to ensure brand consistency.
· Promotional Items: Research, source, and order branded promotional merchandise and manage the inventory.
· Lead Process: Coordinate the lead capture strategy (e.g., lead retrieval apps) and ensure timely uploads of leads to CRM for sales follow-up.
Post-Event Analysis
· Reporting: Collect and summarize data, providing post-show reports, lead volume, and budget adherence.
· ROI Measurement: Collaborate with the sales and marketing teams to track and report on event effectiveness and return on investment (ROI).
Required Skills & Qualifications
· 1-2 years of professional experience, ideally in an office administration, project support or marketing role.
· Excellent organizational skills and a strong commitment to accuracy and detail.
· Proven ability to manage multiple projects and deadlines concurrently.
· Highly proficient in Microsoft Excel and Outlook, experience with a CRM is a plus.
· Resourceful, proactive, self-starter that is able to work independently to solve problems.
· Strong written and verbal communication skills.
· Ability to lift up to 30 lbs. and stand for extended periods.
· An active role that requires you to be on your feet, engaging with tasks outside of a typical desk setting.
Company DescriptionProgressive Medical, Inc. is a leading distributor of specialty medical products throughout the United States. Our focus on innovative products helps clinicians to practice the highest quality care and increase safety, while also controlling overall costs in the areas of: surgery/anesthesia, interventional radiology, critical care and IV specialties.
Progressive Medical, Inc. is a leading distributor of specialty medical products throughout the United States. Our focus on innovative products helps clinicians to practice the highest quality care and increase safety, while also controlling overall costs in the areas of: surgery/anesthesia, interventional radiology, critical care and IV specialties.
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