Events Planner & Marketing Assistant

Marketing & Events PlannerJob Summary:The Marketing & Events Planner is responsible for the hands-on planning, coordination, and execution of company meetings, trade shows, customer hospitality events, incentive trips, and other corporate events across multiple locations. This role manages the details that keep events on track, including attendee registrations, rooming lists, travel arrangements, hotel accommodations, event communications, vendors, transportation, and onsite logistics. The position also supports broader Marketing initiatives and departmental projects throughout the year. Prior marketing experience is helpful but not required.The Marketing & Events Planner works closely with the Director of Marketing, Marketing Manager, internal teams, and external vendors to ensure events and marketing programs are executed professionally, efficiently, and within budget. This position requires exceptional organizational skills, attention to detail, customer service, and the ability to manage multiple projects simultaneously.Essential Functions:Event Planning & Attendee Management

Manage multiple company events at various stages of planning simultaneously.Coordinate events from initial planning through onsite execution and post-event follow-up.Manage attendee registrations, RSVP tracking, room blocks, rooming lists, hotel accommodations, reservation changes, and other attendee updates.Manage individual and group travel arrangements, including flights, itineraries, ground transportation, and lodging.Manage attendee communications, confirmations, schedules, and event information.Coordinate with hotels, venues, sourcing partners, transportation providers, entertainment providers, and other vendors.Coordinate trade show logistics, including registrations, booth requirements, shipping, materials, signage, swag, and onsite support.Maintain detailed event timelines, checklists, trackers, budgets, and run-of-show documentation.Provide onsite event coordination and support as needed.

Customer Programs & Hospitality Events

Coordinate customer-facing events, hospitality experiences, incentive trips, and sponsorship-related programs.Manage customer registrations, logistics, communications, ticket distribution, and follow-up activities.Research and evaluate event, entertainment, hospitality, and sponsorship opportunities that support customer engagement and business development objectives.Maintain accurate records of customer participation and event-related information.

Marketing Support

Assist with promotional campaigns, sponsorship initiatives, customer incentives, and other marketing programs.Coordinate production and distribution of event and marketing materials.Assist the Marketing team with internal communications, newsletters, event promotions, website updates, social media, and other projects as assigned.Provide project coordination and administrative support for Marketing initiatives and departmental priorities.

Process Improvement & Administration

Develop and maintain templates, checklists, standard operating procedures, and event documentation.Identify opportunities to improve workflows through technology, automation, and AI-powered tools.Maintain organized event files, tracking tools, vendor lists, and historical event records.Track event budgets, invoices, vendor payments, and expense reconciliation.Prepare weekly project status updates and activity reports.Perform other duties as assigned.

Qualifications:

Ability to adapt quickly and solve problems when event plans, travel arrangements, attendee needs, or vendor requirements change.Strong organizational and project coordination skills.Exceptional attention to detail.Ability to manage multiple projects and deadlines simultaneously.Strong written and verbal communication skills.Excellent customer service and relationship-building abilities.Ability to work independently and collaboratively across departments.Proficiency in Microsoft Office Suite.Experience with spreadsheets, event registration platforms, project tracking tools, and other event-planning technology preferred.Familiarity with AI-powered productivity, workflow, reporting, and content creation tools preferred.Ability to learn and adapt to new technologies and processes.

Education and Experience:

Bachelor's degree in Event Management, Hospitality, Marketing, Communications, Business, or a related field preferred; equivalent relevant experience may be considered.Minimum of 2 years of hands-on experience coordinating corporate events, meetings, trade shows, customer hospitality programs, incentive travel, or similar events.

Experience managing attendee registrations, hotel accommodations or rooming lists, travel logistics, vendors, and event communications strongly preferredGulfeagle Benefit Package:•401(K) Retirement Plan including Employer Match•PTO and Paid Holidays•Health Insurance - Medical, Dental & Vision•Life, AD&D, Short & Long-Term Disability•Health &Wellness Programs•Flexible Spending Accounts•Health Savings Accounts•Employee Discount Programs•Safety bonuses and more!

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