Events and Marketing Coordinator

Realterm • Chicago, IL

14d • Hybrid

About The Position

The Event & Marketing Coordinator is responsible for managing event logistics while providing key administrative and operational support to the Marketing team. This role ensures seamless coordination across vendors, attendees, internal teams, and the external fractional event director while maintaining organized systems, files, and communications. This role serves as an essential hub that supports Realterm’s events, marketing initiatives, and overall organizational efficiency. This is a hybrid role.

Requirements

• Strong skills in managing projects from conception to completion.
• Excellent written and verbal communication skills are essential for coordinating with multiple parties.
• Proficiency and comfort with various technologies used for event management and virtual events.
• Strong customer service skills to ensure a positive experience for internal attendees and stakeholders.
• Ability to work well in a fast-paced team environment
• Positive attitude and a very strong work ethic
• Attention to detail, highly organized and proactive
• Previous experience in event management is required, with 5+ years of experience.

Nice To Haves

• Experience with HubSpot and SharePoint is a plus.
• Previous experience in commercial real estate is a plus.

Responsibilities

• Logistics and vendor management: Manage all vendor relationships, handle all event payments and invoices, select and book venues, and coordinate catering and A/V.
• Budgeting: Manage event budgets to ensure all activities stay within financial constraints.
• Event execution: Oversee the event as it is happening, making sure proceedings run smoothly and on time.
• Attendee communication: Manage invitations, RSVPs, and conduct post-event follow-up with attendees to maintain engagement.
• Content preparation: Assist with preparing agendas, event materials, and other necessary documentation.
• Relationship management: Coordinate with internal teams and external stakeholders, such as investors, clients, and partners.
• Marketing department support: Assist the marketing team with operational and administrative tasks, including preparing collateral, supporting campaigns, and maintaining shared content and resource libraries.
• Administrative assistant duties: Support scheduling, calendar management, meeting coordination, document organization, and preparation of summaries or reports.
• File and data management: Maintain accurate and organized filing systems across Events and Marketing. Ensure invoices, contracts, assets, and materials are properly stored and accessible.
• CRM and systems support: Update and manage data within platforms such as HubSpot, SharePoint, and other internal systems as needed.
• Direct support to the Marketing Director: Provide specific administrative support to the Marketing Director, including task tracking, project coordination, calendar management, meeting preparation, and assistance with department-wide initiatives.
• Cross-team coordination: Collaborate with the marketing team, broader Realterm teams, and the external Fractional Director of Event Operations & Strategy to ensure smooth information flow, task alignment, and project execution.
• General operational support: Provide flexible administrative support across departments, including travel coordination, presentation prep, formatting, and other tasks that increase efficiency and organizational alignment.

Benefits

• Full-time eligible employees may participate in our robust benefits program which includes healthcare (single and family coverage available), retirement plan with matching contributions, paid leave, volunteer time off, wellness/lifestyle benefits and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 251-500 employees