Marketing Specialist- Events & Brand Operations

Essential Functions & Responsibilities

• Develop and execute the annual events calendar for conferences and trade shows across the United States and Canada, aligned with sales and business development goals.
• Manage all aspects of event logistics including venue research, exhibitor registration, sponsorship opportunities, abstract submissions, travel coordination, booth setup, shipping, and on-site production.
• Cook up event participation, staffing, swag requirements, and engagement objectives with Product Development Engineers (PDEs) and directors.
• Oversee the development and maintenance of booth displays, banners, tablecloths, literature racks, and all physical event assets; manage inventory of booth boxes and coordinate shipping to/from events.
• Secure event staffing and manage all elements of on-site staff expectations including appearance, presentation materials, and lead capture processes.
• Track and report on event ROI, attendance, lead generation, and budget performance for each event.
• Onboard new PDEs to event expectations, processes, and materials; assist with gathering sizing and address information for sales kits.

Webinars, Lunch and Learns & Presentations

• Manage the end-to-end planning and execution of customer-facing webinars, including securing speakers, managing registration, coordinating rehearsals, overseeing show flow, and ensuring post-event follow-up.
• Coordinate with the digital marketing team to develop email campaigns, social media promotions, and paid advertising in support of webinar promotion and registration.
• Support PDEs in scheduling and delivering lunch and learns, which are primarily in-person presentations at client sites; occasionally coordinate virtual online presentations to specific companies as requested. Collect attendee information and manage issuance of PDH certificates to participants following each session.
• Maintain a content calendar for virtual events and help identify new webinar topics aligned with customer segments and market trends.

Annual Company Conference

• Serve as a key operational contributor to GSI’s annual internal conference, supporting logistics, communications, signage, swag coordination, vendor management, and attendee experience.
• Lead or support PDE meetings, director meetings, and awards coordination as assigned.
• Absorb entertainment, activities, and evening events; manage conference swag orders through designated vendors.
• Create and organize conference Box folders with relevant presentations, case studies, and supporting materials.

SWAG & Branded Materials Management

• Own the ordering, inventory management, and distribution of company SWAG and branded materials for events, sales kits, and new employee onboarding across all brands (GSI, Access Limited, RoadGuard, and affiliates).
• Manage the relationship with GSI’s primary SWAG vendor (Triple Crown) and other approved vendors; ensure orders are placed with appropriate lead times, ship with company FedEx accounts, and arrive on time.
• Maintain the marketing closet inventory; track outstanding orders and replenish stock proactively.
• Support new PDE onboarding with timely delivery of branded sales kits.

Industry Memberships

• Manage GSI’s portfolio of industry organization memberships (AGHP, DFI, and others), including renewals, member registration, and maximizing value from each membership (discounted event registration, sponsored presentations, etc.).
• Maintain an accurate and up-to-date membership Smartsheet tracking all active memberships, member allocations, and renewal timelines.

Graphic Design, Video & Creative Support

• Assist the marketing team with graphic design needs using tools such as Canva and Adobe Creative Cloud, including event materials, social assets, internal communications, and branded templates.
• Support video production needs across the marketing department, including coordination with freelance designers (e.g., Fiverr contractors) for specialized creative work.
• Create and maintain event webpages in WordPress; develop event-specific imagery and templates in Canva.
• Cook up banners and display materials through approved vendors (e.g., Ace Displays); manage vendor relationships and artwork files.

Proposal Support, Case Studies & Flyers

• Provide backup coverage and support for the Project Proposal Specialist, assisting with proposal formatting, document production, and time-sensitive deliverables as needed.
• Develop and maintain case studies and service flyers across GSI’s brands, ensuring accuracy, brand consistency, and timely updates; upload finalized materials to Mimeo and other distribution platforms.
• Collaborate with PDEs and subject matter experts to gather project information and translate technical content into compelling, client-facing written materials.

Digital Marketing Support

• Assist the digital marketing team with select content creation, email campaign coordination, and social media support as capacity allows.
• Provide event-related content — including photos, post-event highlights, and speaker quotes — to the social media and email team for distribution.
• Support broader marketing initiatives and campaigns as assigned by the Director of Digital Marketing.

Collaboration and Reporting

• Track and report on event attendance, cost-per-event, ROI, and lead generation outcomes.
• Maintain the events calendar, membership Smartsheet, and SWAG inventory with current, accurate information.
• Provide post-event summaries and recommendations for continuous improvement.
• Support broader marketing reporting initiatives as requested.

Basic Qualifications

• Bachelor’s degree in Marketing, Communications, Business, Event Management, or a related field.
• 2+ years of experience coordinating in-person events such as conferences, trade shows, or exhibitions.
• Exceptional organizational skills with the ability to manage multiple concurrent events and deadlines without losing attention to detail.
• Strong written and verbal communication skills; able to communicate professionally with vendors, clients, and internal stakeholders at all levels.
• Demonstrated ability to work independently and take ownership of projects from planning through execution.
• Budget management and vendor negotiation experience.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Willingness to travel up to 25–30% to attend and support external events (conferences, trade shows, and exhibitions) across the United States and Canada.

Preferred Qualifications

• Experience with virtual event platforms and/or webinar production.
• Familiarity with graphic design tools (Canva, Adobe Creative Cloud) and/or CMS platforms (WordPress).
• Experience with CRM systems, marketing automation tools (e.g., Marketo), or project management platforms (e.g., Smartsheet).
• Background in or demonstrated curiosity about the construction, engineering, infrastructure, or geotechnical industries.
• CMP (Certified Meeting Planner) designation is a plus.
• Experience with branded merchandise ordering, vendor management, and inventory tracking.
• Comfort utilizing AI tools to accelerate creative production, document drafting, and administrative tasks.