Marketing Coordinator and Assistant

Title: Marketing Coordinator and Assistant

Location: San Jose, CA (Hybrid)

About Milestone Inc.
Milestone Inc. helps brands become discoverable in AI search, deliver personalized digital experiences, and drive higher conversions. The Milestone platform combines a GEO-first CMS, GEO Intelligence for AI search visibility, AI Content Studio for content automation, Schema Manager for structured data, a local listings platform, and conversational AI Agents. Milestone powers digital growth for leading hospitality chains, management companies, and independent upscale hotels. Milestone is consistently recognized among the top MarTech platforms globally, with recognition from Forrester and G2 and was awarded Best MarTech Platform at the HSMAI Adrian Awards. Url: https://www.milestoneinternet.com

Key Responsibilities
Tradeshow Management
Own end-to-end tradeshow logistics, including registrations and signups, booth assignments, shipping of booth materials and collateral, and on-site coordination need

External Events & Speaking Engagement

Manage signups and participation logistics for external industry events and conference

Coordinate speaking engagements for company representatives, including scheduling, requirements, and deadline

Work cross-functionally to ensure presentations, bios, and other materials are delivered to external parties on time

Serve as the primary point of contact for external organizations requesting marketing materials, logos, brand assets, and company information

Customer & Analyst Meeting

Coordinate logistics for internal meetings with customers and industry analysts, including scheduling, room/virtual setup, agendas, and material

Manage webinar logistics end to end: scheduling, platform setup, speaker coordination, promotion support, and rehearsal

Track registrations and attendance and coordinate lead follow-up with the sales team after each webinar

Executive Calendar, Travel, and Meeting Management
Manage calendars and meeting scheduling for the CEO and President, including prioritization, conflict resolution, and preparation support. Make travel arrangements

Ideal Candidate Profile
The ideal candidate is highly organized, dependable, and calm under pressure, with strong administrative and coordination skills. You are someone who enjoys making things run seamlessly behind the scenes and takes pride in precision, responsiveness, and follow-through. You can manage multiple moving parts without losing sight of deadlines, details, or stakeholder expectations. You communicate clearly, maintain professionalism with senior leaders and external partners, and are comfortable working in a fast-paced marketing environment where priorities can shift quickly

Required Experience & Qualifications

5-15 years of experience in marketing coordination, executive support, events support, office administration, or similar operational roles

Hands‑on experience managing trade show or event logistics, including registration, booth coordination, shipping, and vendor communication

Strong written and verbal communication skills with the ability to interact professionally with internal and external stakeholders

High proficiency with calendar and productivity tools (Google Workspace or Microsoft 365), webinar platforms (Zoom, GoToWebinar, or similar), and CRM basics (Salesforce or HubSpot a plus)

Exceptional attention to detail, deadline management, and documentation discipline

Willingness to travel occasionally for tradeshows and events

Experience working in a B2B, SaaS, technology, or marketing organization is preferred

Bachelor’s degree in Marketing, Communications, Business Administration, or a related field preferred

What We Offer

Competitive salary and performance-based incentive

Opportunity to work in a collaborative and innovative environment

Career growth and professional development opportunities

A chance to be part of a global team that makes a significant impact in the industry

Why Milestone
Founder Led, Award Winning Platform, Great Place to Work, Engaging Culture.

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