Marketing Event Coordinator
Alafair Biosciences, Inc., Austin, TX, United States
Overview
The Marketing Event Coordinator is a key member of the Marketing team responsible for planning, logistics, and execution of Marketing and Sales events. These events include tradeshows, conferences, product demonstrations, medical education events, practical labs, training sessions, internal meetings, and other initiatives that drive brand awareness, customer engagement, and lead generation. The Marketing Event Coordinator ensures smooth event coordination in compliance with corporate and regulatory requirements. The Marketing Event Coordinator works closely with vendors to meet deadlines and budgets and reports directly to the Marketing Communications Manager. Duties and Responsibilities – Marketing Communications (Event & Society Engagement)
Represent Alafair at medical conferences and society meetings Support the Marketing Communications Manager to develop and execute the Marketing event strategy that drives brand awareness for all market segments Collaborate with internal stakeholders to support physician presenters of scientific, technical, or clinical results at meetings, conferences, or strategic partner discussions, etc Support the Marketing Communications Manager to organize and execute company-sponsored events and product launches Coordinate corporate event logistics, manage corporate event vendor relationships, collaborate with internal stakeholders (i.e., Product Operations) and ensure events align with corporate objectives, budget, and deadlines; logistics include registration, scheduling, travel arrangements, venue setup, catering, vendor management, use permissions, audio-visual needs, sample needs, shipping of event materials/equipment, attendee communications, and transportation Provide onsite support across booth setup, teardown, audio-visual, signage, and management of event materials, product samples, and shipping logistics Support the Marketing Communications Manager to prepare and disseminate adequate documentation pre, during, and post company-sponsored events and activities for effective communication / awareness (i.e., pre: company event calendar, dossiers; during: attendee feedback, lead tracking; post: status / outcome reports, ROI) Lead contract negotiations, control budgets and expenses, and collaborate with Finance & Compliance - Accounting to ensure accurate payment processing and invoice reconciliation Ensure compliance with corporate and regulatory requirements during planning and execution Troubleshoot issues during events and escalate as needed Duties and Responsibilities – Quality (System)
Training as required per Alafair Quality System Education and Experience – Required
Bachelor’s degree in Marketing, Communications, Hospitality, or related field 3-5 years of experience in Marketing event coordination, preferably in a medical device, pharma, or life sciences setting Excellent organizational skills, with the ability to manage multiple projects and deadlines in a fast-paced environment Detail-oriented, self-starter, with a sense of urgency Strong vendor and cross-functional communication skills Ability to communicate and present to senior management Ability to effectively communicate and maintain professional presence when interacting with customers, stakeholders, vendors, and management Proficient in event management tools/software Must be available to travel for tradeshows and corporate events (25%-30%) Education and Experience – Preferred
Proficiency in project management platforms (Google Platform, MS Office Suite, Asana, Trello, etc.) and design software (Adobe suite, Canva, etc.) Must be able to occasionally lift and move packages weighing up to 40 pounds Requires the ability to set up event properties and displays, which may include assembling stands, arranging furniture, and organizing materials Ability to support coordination and physical handling of materials for shipment and distribution to various locations The role may require standing for extended periods during events and activities
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The Marketing Event Coordinator is a key member of the Marketing team responsible for planning, logistics, and execution of Marketing and Sales events. These events include tradeshows, conferences, product demonstrations, medical education events, practical labs, training sessions, internal meetings, and other initiatives that drive brand awareness, customer engagement, and lead generation. The Marketing Event Coordinator ensures smooth event coordination in compliance with corporate and regulatory requirements. The Marketing Event Coordinator works closely with vendors to meet deadlines and budgets and reports directly to the Marketing Communications Manager. Duties and Responsibilities – Marketing Communications (Event & Society Engagement)
Represent Alafair at medical conferences and society meetings Support the Marketing Communications Manager to develop and execute the Marketing event strategy that drives brand awareness for all market segments Collaborate with internal stakeholders to support physician presenters of scientific, technical, or clinical results at meetings, conferences, or strategic partner discussions, etc Support the Marketing Communications Manager to organize and execute company-sponsored events and product launches Coordinate corporate event logistics, manage corporate event vendor relationships, collaborate with internal stakeholders (i.e., Product Operations) and ensure events align with corporate objectives, budget, and deadlines; logistics include registration, scheduling, travel arrangements, venue setup, catering, vendor management, use permissions, audio-visual needs, sample needs, shipping of event materials/equipment, attendee communications, and transportation Provide onsite support across booth setup, teardown, audio-visual, signage, and management of event materials, product samples, and shipping logistics Support the Marketing Communications Manager to prepare and disseminate adequate documentation pre, during, and post company-sponsored events and activities for effective communication / awareness (i.e., pre: company event calendar, dossiers; during: attendee feedback, lead tracking; post: status / outcome reports, ROI) Lead contract negotiations, control budgets and expenses, and collaborate with Finance & Compliance - Accounting to ensure accurate payment processing and invoice reconciliation Ensure compliance with corporate and regulatory requirements during planning and execution Troubleshoot issues during events and escalate as needed Duties and Responsibilities – Quality (System)
Training as required per Alafair Quality System Education and Experience – Required
Bachelor’s degree in Marketing, Communications, Hospitality, or related field 3-5 years of experience in Marketing event coordination, preferably in a medical device, pharma, or life sciences setting Excellent organizational skills, with the ability to manage multiple projects and deadlines in a fast-paced environment Detail-oriented, self-starter, with a sense of urgency Strong vendor and cross-functional communication skills Ability to communicate and present to senior management Ability to effectively communicate and maintain professional presence when interacting with customers, stakeholders, vendors, and management Proficient in event management tools/software Must be available to travel for tradeshows and corporate events (25%-30%) Education and Experience – Preferred
Proficiency in project management platforms (Google Platform, MS Office Suite, Asana, Trello, etc.) and design software (Adobe suite, Canva, etc.) Must be able to occasionally lift and move packages weighing up to 40 pounds Requires the ability to set up event properties and displays, which may include assembling stands, arranging furniture, and organizing materials Ability to support coordination and physical handling of materials for shipment and distribution to various locations The role may require standing for extended periods during events and activities
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