Marketing Event Coordinator

About the Role

Assists with planning all Bank conferences and internal/external meetings, department budget, Board policies, System documents, vendor audit requests, and email correspondence for events and Advance specials.

Responsibilities

• Assists with various aspects of external member meetings, including:
  • Researching and securing venue sites
  • Contract negotiations
  • Tax exemption management
  • Budget and agenda planning
  • Material preparation
  • Website registration creation
  • Registration tracking
  • Member analytics preparation
  • Email distribution
  • Speaker logistics
  • Biography coordination
  • Payment remittance
  • CPE credit management
  • Evaluation sheet preparation and analysis
  • Board summary report preparation
• Manages all logistical aspects of Member Facilitation meetings for smaller groups of larger, more complex members.
• Creates and develops user apps for conferences, including the Financial Management Conference and MPP User Group Conference.
• Creates housing event websites, prepares tracking information, and sends email reminders for each event.
• Manages the new member request triage function through MS Dynamics, including:
  • Assigning tasks to relevant FHLB departments
  • Follow-up communications with members
  • Updating member institution or contact data within MS Dynamics
• Assists with department budget management, including:
  • Allocating distributions
  • Tracking expenditures
  • Discussing variances with Accounting
  • Preparing the final approved budget
  • Performing quality checks on invoice processing
• Coordinates all Bank recorded and live webinars, ensuring they are posted to the Bank’s public website in collaboration with Public Affairs.
• Prepares Advance Special emails and coordinates timing with Capital Markets and Credit Services departments.
• Prepares marketing materials and provides guidance on brand requirements for internal and external documents and promotional items, maintaining corporate brand integrity.
• Develops FHLB System and FHLB Cincinnati advertisements for Fifth District and national Trade Associations.
• Collaborates with FHLB System Sales and Marketing Directors and the FHLB Council to coordinate budget and sponsorship activities.
• Assists with vendor audit requests by:
  • Responding to inquiries
  • Sending Information Security Statement and insurance liability forms
  • Tracking requests
  • Reviewing FHLB Security Policy annually with Information Security

Qualifications

• Bachelor's degree in marketing or business-related field.
• One to three years of related experience in a banking or marketing professional environment.
• Experience planning large corporate events is highly preferred.

Skills

• Excellent multitasking and time management skills.
• Strong written and verbal communication skills.
• Meticulous proofreading and editing skills.
• Strong interpersonal skills to interact professionally with members, vendors, Board of Directors, and all levels of Bank staff.
• Intermediate knowledge of Microsoft Office software (PowerPoint, Word, Excel, Publisher) and Adobe products.
• Ability to work independently, prioritize workload, and maintain excellent attention to detail.
• Commitment to promoting an inclusive environment that values diverse backgrounds and perspectives.

Working Conditions

Hybrid work environment (3 days in office, 2 days working from home). Flexibility to work outside normal business hours, including early mornings, evenings, and weekends. Limited travel within the region to attend Bank-hosted events may be required.