[Hiring] Marketing Event Operations Coordinator @Inspira Financial

Role Description

The Marketing Event Operations Coordinator will report to the Sr. Director, Events + Experiences in Marketing. This role is responsible for the coordination of logistics and event activation for all lines of business. These events could be virtual, hybrid, or on-site. This role ensures flawless event activations while building scalable systems, processes, and tools that enable the team to operate efficiently and consistently across all event types.

• Collaborate with the extended marketing team, sales and account management, pre-plan + strategy team members.
• Manage relationships with multiple external vendors to meet schedules and manage deliverables for:
• Conference and promotional materials
• Trade show fulfillment
• Event structures (e.g., booths, signage, collateral)
• Giveaways, marketing content, and related campaign assets
• Work in close partnership with appointed teams to execute the organization’s conference and events calendar.
• Create and deliver a ROS project plan for each event, including:
• Pre and post event key deliverables
• Tactics, timelines, and measurable results
• Be the point of contact for set-up, troubleshooting, and breakdown during events (virtual or onsite).
• Track event budgets and ensure expenses are within allocated limits.
• Develop and document standard operating procedures (SOPs) for all event types.
• Create and maintain centralized project management systems.
• Align with marketing and sales teams’ direction and CRM platform capabilities to:
• Identify, maintain, and deliver quantitative and qualitative report updates and dashboards on conferences and events.
• Manage the events experience digital platform vendor relationship.
• Serve as the team’s liaison to find efficiencies and implement best practices for:
• Conference execution
• Audience alignment
• Lead generation campaign connection points
• Speaker plan content coordination
• Collateral, website and registration, and attendee experience improvements.
• Manage outside vendor relationships and internal partnerships for administrative needs, event logistics, and shipping materials.
• Work closely with the marketing team to ensure successful event administration and logistics before, during, and after events, including:
• Event registration
• Space/booth selection
• Space setup and breakdown
• Booth and/or collateral needs
• Signage, catering support, name tags, and vendor support.
• Manage to budget and internal approval process, including cross‐functional approvals from sales, product, client service, and legal teams when required.
• Other duties as assigned.

Qualifications

• 3-5 years of experience in event planning, sales and marketing, project management, or comparable experience.
• Bachelor's degree in communications, marketing, or business preferred.
• Familiarity and use of AI tools and platforms for organizing, scaling, managing, and optimizing corporate event performance.
• Ability to proactively analyze, problem-solve, and make quick, sound decisions.
• Attention to detail and quality assurance.
• Strong verbal and written communication skills.
• An affinity for accuracy and efficiency.
• Proficiency in Microsoft Word, Outlook, PowerPoint, and Teams.
• An aptitude for prioritization and multi-tasking.
• Strong collaboration and project management skills.
• Experience with Salesforce CRM preferred.
• Strong organization skills with a drive to meet deadlines.

Requirements

• Ability to travel as or if needed.
• Occasionally lifts up to 25 pounds.
• Prolonged periods of sitting at a desk and working on a computer.

Benefits