Marketing Event Coordinator

Key Responsibilities

• Utilize Excel extensively for data analysis, reporting, and budget tracking (advanced functions, pivot tables, VLOOKUP, and conditional formatting)
• Manage mail merges for invitations, communications, and personalized event materials
• Maintain and update guest lists, vendor contacts, and event timelines with precision
• Organize large amounts of data across multiple events to ensure seamless execution
• Cook up event logistics, including venue bookings, catering orders, and vendor contracts
• Support post-event reporting and analysis to improve efficiency
• Aid in process improvement by developing templates and standardizing workflows
• Work with company executives to evaluate appropriate qualifications for various events throughout the year
• Work with graphic designers to create and distribute event invitations, emails, and other promotional materials needed for each event or incentive trip
• Maintain event response folders and update event manager on attendance counts
• Contribute to creative problem-solving meetings
• Develop and organize address lists for mass marketing/event material mailings
• Maintain and update office databases as needed
• Manage the company merchandise store with duties including but not limited to purchase orders, invoices, internal office orders, and company communication regarding sales and new items
• Participate in Corporate Office Children’s Free Care Fund Campaign efforts
• Prepare, package and distribute gifts and prizes for events and contests
• Manage gift database for the recipients and home addresses
• Act as suite administrator for professional sports stadium luxury suites. Handle all food & beverages needs and work with accounting to settle invoices
• Travel to various markets to support the planning, coordination, and on-site execution of corporate events, ensuring seamless event operations and a consistent attendee experience across all locations.
• Support the execution of corporate marketing initiatives by coordinating promotional materials, branded assets, and event-related communications to ensure consistent brand representation.
• Collaborate with internal marketing teams and external vendors to assist with campaign logistics, content coordination, and the successful execution of marketing projects and special initiatives.
• Administer and manage company contests, including tracking participant eligibility, maintaining accurate records, coordinating communications, distributing prizes, and ensuring timely and successful program execution.

Qualifications

• Proficiency in Microsoft Excel (advanced formulas, pivot tables, mail merging)
• Proficiency in mail merging using Microsoft Word, Excel, and Outlook for bulk communications and name tags, labels, and directories
• Strong organizational and data management skills with a keen eye for detail
• Experience in event planning or operations is a plus but not required
• Ability to manage multiple projects simultaneously in a fast-paced environment
• Strong communication skills, both written and verbal