Marketing Operations Associate

Palo Alto, CA (On-site)

$28/hr – $40/hrMid Level3+ years expContract

Posted 1 day ago

Job Summary

Owns operations and program coordination for marketing events, conferences, and vendor workflows, driving schedules, approvals, and reporting across a fast-paced biotech startup.

Manages deadlines, calendars, and reminders across marketing tasks
Oversees conferences, events, and vendor paperwork from planning to invoicing

Job Description

Responsibilities

Deadline and task system: run our marketing task board and calendar, track every deadline, send reminders a week and a day ahead, flag risks early
Conferences: research and shortlist conferences, prepare and submit applications, abstracts and speaker nominations, handle registration, travel and sponsor paperwork (SfN, NYBCI, IEEE Brain, BCI Society, Milken and more)
PR agency management: join the weekly call with PR agency, track action items, check delivered work against the agreed scope, keep invoices on time
Scheduling: book meetings across internal teams, speakers, partners and vendors; prepare agendas and send follow-ups
Vendors and paperwork: route NDAs and contracts, collect quotes, track invoices and expenses, keep files organized in the shared drive
Events and visits: logistics for lab tours, filming days, panels and our annual Forum (speaker travel, catering, venue, RSVPs, thank-you notes, photo delivery)
Reporting: keep a weekly status update for Alex

Requirements

Have 1 to 3 years in operations, events, executive assistance, or agency coordination
Live in Notion, monday.com, Asana or similar, plus Google Workspace, Slack and calendars
Use AI tools actively to work faster and smarter (summaries, drafts, research) and still check the details
Live in the Bay Area and can be on-site most days

Preferred

Experience in biotech, medtech, deep tech or a startup
Conference or trade show logistics
Event planning or PR agency background

Benefits

We offer a competitive salary, equity, and comprehensive benefits, including medical, dental, and vision coverage, a 401(k), commuter benefits, and paid time off.

Subsense

Make brands relevant in a constantly changing world.

Founded in 2018

Milan, Lombardy, ITA

19 employees (11 in marketing)

www.subsense.io

Salaries

Posted range

$28/hr – $40/hr

Taken straight from the job posting.

See all Subsense salaries

Marketing Team

Marketing Team Size

1 (5% of company)

Marketing Roles Posted (Last 30 Days)

Traffic Signals

Monthly Visitors

Traffic Source Mix

64.4%

Direct

21.1%

Referral

7.7%

Social

5.3%

Paid

1.4%

Headcount Trend

Current headcount: ~19

Links

www.subsense.io

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