Offer summary

Qualifications:

3-5 years of experience in event coordination or management, preferably with international events., Strong vendor negotiation skills to secure favorable terms within budget constraints., Experience in developing and implementing strategic marketing strategies for events., Excellent organizational, leadership, and advanced communication skills..

Key responsabilities:

Plan and execute both virtual and in-person events, ensuring seamless logistics and stakeholder engagement.

Conduct research on venues and vendors, manage communications, and oversee marketing collateral preparation.

Coordinate with promotional staff, photographers, and videographers for effective event execution.

Analyze post-event data to assess effectiveness and maintain documentation for continuous improvement.

Job description

This is a remote position.

Job Overview:
We are seeking a highly organized and dynamic Events & Marketing Coordinator to join our team. This role combines strategic event planning, stakeholder engagement, and post-event analysis, ensuring seamless execution of both virtual and in-person events. The ideal candidate will possess strong project management skills, creativity in promotional strategies, and the ability to coordinate multiple stakeholders, vendors, and teams to achieve successful event outcomes.

Job Description:

Strategic Event Planning and Stakeholder Engagement

Event Research and Vendor Management - Conduct thorough research on event venues, suppliers, and service providers, obtaining quotes and recommending the best options for management approval.
Stakeholder Communication - Facilitate communication with key event stakeholders, collect essential feedback, and support the team’s strategic decision-making.
Vendor and Venue Management - Conduct thorough research on event venues and suppliers, obtaining quotes and recommending the best options for management approval.
Promotional Strategy Development - Research and plan promotional tactics for event booths, including prizes, merchandise, and innovative booth setups to drive foot traffic and enhance visitor engagement.
Marketing Collaterals Preparation - Oversee the creation and delivery of all event-related marketing materials, coordinating with external printers and other vendors.
Pre-Event Networking - Research and conduct LinkedIn outreach on other exhibitors, event sponsors, speakers, and attendees to prepare for strategic interactions on the ground, facilitating effective networking and sales opportunities for directors and delegates.

Event Execution and Promotion

Director and Speaker Arrangements - Coordinate logistics for directors participating as speakers or presenters, ensuring all requirements are met.
Creative Asset Coordination - Coordinate with the in-house team for the development of marketing assets such as but not limited to flyers, landing pages, banners, media wall, Zoho Bookings, and Zoho Forms.
Pre-Event Marketing Promotions - Coordinate with the in-house team to ensure active promotion on social media platforms, including real-time posts from directors and event delegates during the event.
Promotional Staff Coordination - Book and manage external promotional staff, ensuring they are fully briefed, and their delegate primers are updated for effective sales pitching during the event.
Photographer/Videographer Coordination - Arrange for on-site photography and filming, oversee the uploading of assets to the cloud, and ensure the handover of these assets to the in-house creative team for post-production.
Coordination with Couriers - Ensure all materials are shipped and received on time by coordinating logistics with courier services.
On-Site Logistics Management - Ensure all event logistics are handled efficiently on the day of the event, from setup to teardown, including the management of promotional materials and technology setups.
Crisis Handling Support - Assist in managing crises during events by executing parts of contingency plans and addressing immediate logistical issues.

Post-Event Analysis and Documentation

Attendee and Lead Management - Manage the collection of the event attendee database and secure official event photos and videos from event organizers.
CRM Lead Integration and Management - Ensure all leads generated from the event are promptly and accurately entered into our CRM system, facilitating effective follow-up and integration into our marketing strategies.
Budget Management - Track all event-related expenses against the budget to ensure financial accountability.
Performance Analysis - Compile data post-event to analyze the overall impact, generate reports on effectiveness and ROI, and provide insights for future strategic adjustments.
Documentation and Continuous Improvement - Maintain and update the Events Playbook with new procedures and insights, enhancing future event planning and execution.

Requirements

Proven Event Management Experience - At least 3-5 years of experience in event coordination or management, preferably with a focus on international events, demonstrating a track record of successful event planning, execution, and post-event analysis.
Strong Vendor Negotiation Skills - Demonstrated ability to effectively negotiate with vendors and service providers to secure favorable terms and ensure event success within budget constraints.
Strategic Marketing Acumen - Experience in developing and implementing event marketing strategies that enhance engagement, increase attendee satisfaction, and drive measurable outcomes.
Excellent Organizational and Leadership Abilities - Exceptional organizational skills with the capability to manage multiple projects simultaneously under tight deadlines. Leadership qualities that inspire collaboration without direct supervision.
Advanced Communication Skills - Excellent verbal and written communication skills, with the ability to clearly convey information and effectively coordinate with team members, stakeholders, and vendors across diverse geographies.
Tech-Savvy - Comfortable using modern marketing tools and CRM systems, such as Zoho CRM, to manage events, track performance, and analyze data. Familiarity with digital marketing tools and platforms that support event promotion and engagement.
Adaptability and Problem-Solving Skills - Able to adapt to changing circumstances and solve problems creatively. Capable of handling crisis situations with composure and strategic foresight.