Marketing Associate

Responsibilities

• Coordinate event registrations, exhibitor forms, booth services, and deadlines; contact organizers for availability, pricing, and logistical details.
• Maintain event checklists and schedules, share logistical updates with participating staff, and flag delays or missing information promptly.
• Pack, label, ship, track, receive, and unpack event materials; arrange return shipments and confirm delivery to the correct location.
• Maintain an organized inventory of brochures, giveaways, booth displays, and event supplies; check returned items and arrange approved replenishment.
• Source event materials through Taobao, Alibaba, and other vendors; compare quotes and coordinate approved orders, direct shipments from China to the U.S., and delivery confirmation.
• Coordinate printing of approved brochures, posters, signage, and badges; confirm file versions, quantities, print quality, and delivery dates.
• Work with vendors and internal teams on approved arrangements for booths, venues, catering, and equipment; assist with setup, registration, and breakdown.
• Arrange badge scanners or lead retrieval tools as directed; collect and organize lead exports, business cards, and attendee lists for timely handoff to Marketing and BD.
• Track event expenses against approved amounts and organize invoices and receipts for reconciliation.
• Coordinate post-event debriefs, gather team feedback, and draft recap emails covering conference highlights, attendance, collected leads, costs, logistical issues, improvements, and follow-up actions.

Requirements

• Experience supporting events, marketing coordination, administration, or logistics; internships and relevant campus event experience are welcome.
• Strong organization, attention to detail, and follow-through across multiple deadlines.
• Clear written and verbal communication and comfort coordinating with vendors and colleagues.
• Familiarity with Taobao or Alibaba and China-to-U.S. shipping or dropshipping.
• Working knowledge of Microsoft Office, especially Excel, Outlook, and Word; familiarity with shipping tools or event platforms is a plus.
• An associate or bachelor’s degree, or equivalent practical experience. Life sciences industry experience is helpful.

Preferred

• Mandarin Chinese proficiency is preferred for communicating with suppliers in China.
• Life sciences industry experience is helpful.
• Familiarity with shipping tools or event platforms is a plus.