Marketing Events Coordinator

Responsibilities

• Support the Senior Manager, Events in planning, coordinating, and executing the events program, including major industry conferences, regional events, hosted customer and prospect events, the Instinct user conference, and the annual team offsite.
• Coordinate event logistics end to end: vendor communication, booth and event production, travel coordination, shipping and freight, material handling, on-site execution, and post-event wrap-up.
• Work directly with labor teams, show decorators, venue staff, and production crews to schedule, direct, and verify booth installation, dismantle, and material handling.
• Provide on-site support at events, including booth setup and teardown, staffing coordination, troubleshooting, and attendee and customer engagement.
• Maintain event plans, timelines, checklists, and run-of-show documents so ownership and deadlines are clear to all stakeholders.
• Support budget tracking by processing purchase orders, invoices, and expense reconciliation, and flagging variances to the Senior Manager.
• Help source, request quotes from, and manage agencies, vendors, and production partners, keeping contracts, certificates of insurance, and show orders organized.
• Manage booth assets, signage, swag, and inventory, including storage, shipping, inbound and outbound tracking, and condition checks after each event.
• Partner with design, content, and product marketing to produce event assets such as booth graphics, signage, presentations, sales materials, and pre- and post-event communications.
• Support Sales and Customer Success with event enablement, including lead capture setup, meeting scheduling, and attendee logistics.

Requirements

• 2+ years of experience in an events role, such as event coordination, event production, or field marketing. Experience in the experiential industry is preferred.
• Hands-on experience running and working with labor teams, including show decorators, union and non-union labor, and venue crews, for setup, dismantle, and material handling.
• Experience supporting events end to end, including conferences, trade shows, hosted events, and internal team events.
• Strong organizational and project management skills, with the ability to manage multiple events, timelines, and vendors at once.
• Working knowledge of event logistics, including shipping and freight, exhibitor kits and show orders, and travel coordination.
• Familiarity with budget tracking, purchase orders, invoicing, and expense reporting.
• Familiarity with event technology and tools, such as registration platforms, CRM and marketing automation systems, and lead capture tools. Experience with Cvent is preferred, and comfort with Asana, Slack, and Google Workspace, which Instinct uses day to day, is expected.
• Strong communication and interpersonal skills, with experience coordinating internal teams, external vendors, and on-site partners.
• Detail-oriented and execution-focused, with a high bar for quality, brand consistency, and attendee experience.
• Comfort operating in a fast-paced, growth-stage environment and adapting quickly when plans change on-site.

Benefits

• We offer a supportive and caring work environment.
• We are transparent, open, honest, and empathic, both internally and externally.
• We pay our team well.
• We offer medical, dental and vision benefits and 401K with match.
• We give our team owner-like flexibility over work and time-off, including time to innovate and Flow State Fridays.
• We offer a generous stipend that can be used for almost anything to allow you to bring your best self to work.
• We provide all-expense-paid time throughout the year together, including at our annual retreat.