Marketing and Events Coordinator

Marketing & Events Coordinator, Innovation Works

Job Description

Responsibilities:

• Assist in the coordination of all aspects of and logistics for events of various scale and scope, both on- and off-site. Events may be in person, virtual, and/or hybrid (in-person plus virtual). Duties include, but are not limited to, securing the right space, catering, managing registration/RSVP process, maintaining proper contracts, creating the right atmosphere to achieve goals, and overseeing logistical details. Events need to be engaging and support departmental and organizational goals to reach stakeholders, educate entrepreneurs and the community, provide unique content, and foster community within the service area of IW of contact for external partners hosting events at one of IW's office locations.
• Maintain the Internal IW event calendar with guidance from management teams; make the IW team aware of relevant partner events in the community and manage IW participation when appropriate.
• With Communications Coordinator, develops marketing materials to promote programs, events, and other related content channels, including but not limited to emails, social media, and other media.
• Coordinate the agenda and run of show, assist in advising speakers/panelists, and create materials for events
• Track and report on registrations and actual attendance of events to internal staff and key event partners.
• Manage event process, including kick-off meetings, event management, event survey, and retrospective reviews.
• Advise and consult with IW leadership and project staff to manage expenses and work within established budgets and legal guidelines.
• Manage event planning for strategic projects, including UpPrize, Startable, AI/Robotics Fair, Venture Expo, and other IW campaigns and projects.
• Lead promotional item procurement and inventory management
• Collaborate with the IT Administrator on list building and segmentation to support email communication activities and event invitations.
• Make effective use of computer-based scheduling, registration, invitation systems, and online event presentation software; keep abreast of new applications and assess for use.
• To the degree possible, ensure flawless execution of events; facilitate post-event logistics evaluation and implement changes to processes and procedures as needed.
• Execute professional responsibilities with sound judgment, sensitivity to the needs of others, emotional maturity, integrity, and accountability.
• Oversee the purchasing process with the Accounting department and coordinate with other departments for shared policies and procedures (obtaining legal agreements, space usage agreements, etc.).
• Ensure that representation is maintained throughout every step of the event planning process.
• Support Marketing & Communications with various departmental administrative tasks as necessary.
• The role will include virtual as well as on-site event management, some evenings, early mornings, and a handful of weekends throughout the year.

Skills

• Experience with managing venue and catering contracts, refreshment set-ups, lighting, and A/V services, photography, and videography
• Experience livestreaming and conducting online events
• Experience with Pardot, Salesforce, ClickUp, Zoom, or other software to create materials, manage lists, and distribute marketing materials, project management oversight, and online meetings delivery
• Ability to function in a work environment that includes moderate noise level and multiple locations
• Creativity and the ability to develop different events for different purposes, audiences, and budget levels
• Good interpersonal and teamwork skills with a friendly personality and flexible.. Ability to develop and maintain excellent rapport, cooperation, and courteous relationships with the Communications team, coworkers, portfolio company CEOs, media outlets, government officials, partner organizations, and the general public.

Complete other duties and projects as assigned.

Innovation Works is committed to providing equal employment opportunities to all employees and job applicants. We do not tolerate discrimination or harassment of any kind. We value individual dignity, respect the rights of every person, and uphold a workplace environment built on fairness, personal responsibility, and equal opportunity for all.