Are you Logistically minded?
Details:
Manage trade show registrations, scheduling, and shipments of booths and marketing materials; this position does not require the applicant to travel.
Supporting our Marketing and Sales Department:
Location: Glens Falls, NY
Pay: $22–$23 per hour (entry-level) + Bonus Opportunity ($4,000–$5,000 annually TBD)
Job Type: Full-Time and Onsite.
Position Summary
The Event Marketing Coordinator is a critical member of the marketing team, responsible for providing comprehensive administrative and logistical support. This position demands exceptional organizational skills, a proactive mindset, and the ability to design and implement efficient systems that improve processes and outcomes. The ideal candidate is detail-obsessed, thrives in a fast-paced environment, and demonstrates creativity in problem-solving—always seeking ways to make things better, faster, and more effective.
This role involves managing complex logistics for well over 75 trade shows annually, plus 4 major nationwide events, requiring precision, foresight, and adaptability. Beyond coordination, the Coordinator will develop structured workflows that ensure accuracy, timeliness, and consistency across all marketing activities. For tradeshows, this means not only handling shipments but also creating comprehensive organizational plans for each event to guarantee flawless execution.
Important Notes About This Role
- Supports 75+ trade shows annually and 4 major nationwide tradeshows.
- Must be extremely organized, detail-oriented, and capable of building systems and processes that drive efficiency.
- Requires physical activity, including lifting up to 50 lbs or more during booth setup and teardown.
- Must understand logistics and freight shipments, and be able to coordinate complex shipping schedules.
- Responsible for building and maintaining inventory systems for tracking promotional materials, samples, and booth assets—ensuring visibility and accountability at all times.
- Works closely with the Marketing Manager and team during tradeshows to ensure a professional and engaging booth experience.
Core Responsibilities
- Coordinate trade shows: Manage registrations, scheduling, and shipments. Develop structured workflows for each event. Collaborate with internal teams to ensure successful participation. Coordinate logistics, shipping of marketing materials, and travel arrangements.
- Support booth experience at trade shows: Ensure booth organization and functionality. Assist with layout logistics, product displays, and interactive elements (excluding design). Participate in booth setup and teardown as needed.
- Coordinate association memberships and contract renewals: Maintain accurate records and ensure timely renewals. Serve as the primary liaison with association representatives.
- Plan internal and external events: Assist in planning and executing internal meetings, training sessions, and company events. Coordinate logistics for external events such as customer seminars and conferences.
- Manage promotional materials and inventory: Build and maintain a system for tracking SWAG, giveaways, literature, and sample products. Ensure timely delivery and accurate inventory records.
- Coordinate marketing activities: Provide logistical support for internal marketing initiatives, such as photo shoots. Responsibilities include organizing required products (e.g., valves), preparing and maintaining clean, functional spaces, managing calendars, and scheduling team participation to ensure seamless execution.
- Conduct preliminary research: Gather competitive insights, industry trends, and product data to support marketing initiatives.
- Collaborate across departments: Work closely with Sales, Engineering, and Operations teams to align marketing activities with business objectives.
Job Requirements
- Degree (preferred), or related field, or equivalent experience.
- Must be extremely organized, detail-oriented, and capable of creating efficient systems and processes.
- Strong problem-solving skills with a continuous improvement mindset.
- Excellent verbal and written communication skills.
- Ability to manage multiple projects simultaneously in a fast-paced environment.
- Physical requirement: Ability to lift up to 50 lbs or more during booth setup and teardown.
- Knowledge of logistics, freight shipments, and inventory management systems is highly preferred.
- Proficiency in CRM platforms, inventory tracking tools, and project management software preferred.
- Ability to manage vendor relationships and ensure cost-effective solutions within budget constraints.
Why Join Us?
- Competitive hourly pay with bonus potential.
- Opportunity to grow within a supportive team environment.
- Work on diverse projects that impact brand visibility and customer engagement.
- A collaborative, creative, and innovative work environment.
- Opportunities for professional growth and development in the design and digital marketing fields.
- Exposure to a variety of marketing and design projects within a growing company.
- A chance to work with a passionate team committed to excellence and continuous improvement.
EOE
Job Type: Full-time
Pay: $22.00 - $23.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Education:
Location:
- Glens Falls, NY 12801 (Required)
Ability to Commute:
- Glens Falls, NY 12801 (Required)
Ability to Relocate:
- Glens Falls, NY 12801: Relocate before starting work (Required)
Work Location: In person
