Events & Marketing Coordinator - Wakefield, MA

About the position

The Events & Marketing Coordinator is a cross-functional role embedded in the Global Events team at Virtual, Inc. This position supports the full lifecycle of client programs: from event logistics and onsite operations to marketing execution and sponsorship activation. The ideal candidate brings a foundational understanding of both event planning and digital marketing, with the initiative to contribute across both disciplines in a fast-paced, multi-client environment. Familiarity with AI tools, project management platforms, and emerging digital practices is expected. Preference for local candidates to work out of our Wakefield, MA office 3 days/week.

Responsibilities
• Build and manage online registration systems and sites; generate registration reports and distribute to clients on a regular basis.
• Manage event email alias on a daily basis, serving as a first point of contact for attendee inquiries; problem-solve challenges and escalate issues as needed.
• Manage all speaker logistics, serving as the main point of contact for speakers, collecting deliverables, cross-checking registrations and hotel reservations, and ensuring a smooth experience throughout.
• Configure and maintain the event mobile app with all relevant details; manage updates, onsite notifications, and ongoing maintenance.
• Create and maintain stakeholder hotel rooming lists; serve as the primary point of contact for hotels and master room blocks.
• Work with vendors to coordinate catering, A/V, signage, promotional items, entertainment, photography, travel, and hotel accommodations to produce high-quality, cost-efficient events.
• Draft timelines, budgets, CMPs, sponsorship prospectuses, tracking documents, and other event-related communications.
• Manage webinar and online event logistics, including audio and video quality, Q&A facilitation, and speaker transitions.
• Liaise with event sponsors to ensure benefits are properly received and executed.
• Conduct inventory of materials; purchase and ship event supplies as needed.
• Set up and manage onsite event volunteers.
• Schedule and attend internal and external event-specific calls and meetings; record notes and action items.
• Create weekly status reports and post-conference surveys for clients and internal teams.
• Travel onsite to events as needed to support operations and ensure a high-quality attendee experience.
• Support the development and execution of event-specific marketing plans, including email campaigns, social media content, event websites, and promotional materials.
• Assist with development of event-related marketing materials and conference websites.
• Draft, review, and schedule content across digital channels in alignment with client brand guidelines and campaign timelines.
• Coordinate project requests with Marketing Manager and Creative Operations (graphic design, copywriting, multimedia, and giveaways) to ensure on-time delivery.
• Assist with audience list segmentation, maintenance, and campaign targeting to support event attendance and engagement goals.
• Gather and interpret performance data; produce basic marketing and event reports using tools such as Google Analytics, email platforms, and social metrics dashboards.
• Work alongside Events and Marketing teams to stay current on events and marketing technology; apply new platforms and tools to improve planning processes and elevate the event experience.
• Use AI-assisted platforms to support content creation, venue sourcing, reporting, and workflow optimization.
• Maintain proficiency with Wrike as the required project management platform across all assigned programs.
• Contribute ideas for process improvement across both event delivery and marketing execution.
• Provide administrative support to the Events and Marketing team and assist with other projects as needed.

Requirements
• Strong organizational, project coordination, and time management skills; demonstrated ability to manage multiple deadlines simultaneously in a fast-paced environment.
• Excellent written and verbal communication; strong interpersonal and client service orientation.
• Solid writing and editing skills, including the ability to draft professional client-facing content.
• Ability to work independently and collaboratively across departments with limited supervision.
• Foundational understanding of both event logistics and digital marketing concepts.
• High level of creativity and a rolled-up-sleeves working style.
• Strong attention to detail and a proactive approach to problem-solving and decision-making.
• Ability and willingness to learn and actively use AI-assisted platforms and emerging tools.
• Flexibility to adapt to shifting priorities and manage multiple client programs simultaneously.
• Experience working in remote and cross-office team environments.
• Bachelor's degree with a concentration in hospitality management, marketing, communications, event management, or a related field preferred.
• 1 year of direct experience in events, hospitality, or marketing required; prior internships in events, hospitality, or a related field preferred.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to learn new technology platforms and tools quickly, such as Cvent, Wrike, CrowdCompass, and others as needed.
• Comfort using AI-assisted tools to support content creation, task automation, research, and workflow optimization.
• Must be willing and able to travel domestically and internationally as needed, up to 25%.
• Must be able to meet applicable travel and client requirements.

Nice-to-haves
• Experience using email marketing platforms (e.g., Emma, Constant Contact, MailChimp) and social media management tools (e.g., Sprout Social, Brandwatch) preferred.
• Familiarity with event management platforms such as Cvent preferred.
• Experience with project management systems, particularly Wrike, a plus.
• Basic understanding of WordPress or other CMS platforms preferred.
• Experience with Google Analytics or other digital reporting tools is a plus.
• Knowledge of Canva or similar design tools preferred.
• Experience with social media, email, and digital content platforms preferred.

Benefits
• Robust medical, dental, and vision insurance plan (free option available for individuals)
• Generous short- and long-term disability
• Supplemental life insurance
• Health care and dependent care Flexible Spending Accounts
• 401(k) savings match
• Paid parental leave
• Financial planning workshops
• Pre-paid legal plan
• Discretionary annual bonus and merit increase
• Unlimited paid vacation time

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