Events & Marketing Coordinator - Wakefield, MA

Virtual•Wakefield, MA

2d•Hybrid

About The Position

The Events & Marketing Coordinator is a cross-functional role on Virtual, Inc.’s Global Events team, supporting the full lifecycle of client programs through event logistics, onsite operations, marketing execution, and sponsorship activation. The role works in a fast-paced, multi-client environment and applies event-planning and digital-marketing knowledge, project-management platforms, AI tools, and emerging digital practices. The coordinator supports event registration, attendee and speaker communications, event apps, hotel room blocks, vendor arrangements, budgets, timelines, sponsorships, webinars, onsite volunteers, event supplies, status reports, surveys, and onsite event operations. The role also supports event marketing plans and campaigns, digital content, websites, creative requests, audience segmentation, and performance reporting. The position collaborates with Events and Marketing colleagues and other departments, keeps current with relevant technology, uses AI-assisted platforms to support work, maintains proficiency with Wrike, and contributes to process improvements. The role is based in Wakefield, Massachusetts, with a preference for local candidates to work from the office two days per week. Domestic and international travel may be required up to 25%.

Requirements

At least one year of direct experience in events, hospitality, or marketing.
Strong organizational, project coordination, and time-management skills, including the ability to manage multiple deadlines in a fast-paced environment.
Excellent written and verbal communication skills and a strong client-service orientation.
Solid writing and editing skills, including the ability to draft professional client-facing content.
Ability to work independently and collaboratively across departments with limited supervision.
Foundational understanding of event logistics and digital marketing concepts.
Creativity and a hands-on working style.
Strong attention to detail and a proactive approach to problem-solving and decision-making.
Ability and willingness to learn and actively use AI-assisted platforms and emerging tools.
Flexibility to adapt to shifting priorities and manage multiple client programs simultaneously.
Experience working in remote and cross-office team environments.
Proficiency with Microsoft Office Suite, including Word, Excel, and PowerPoint.
Ability to learn new technology platforms and tools quickly.
Willingness and ability to travel domestically and internationally as needed, up to 25%.
Ability to meet applicable travel and client requirements.

Nice To Haves

Bachelor’s degree with a concentration in hospitality management, marketing, communications, event management, or a related field.
Prior internships in events, hospitality, or a related field.
Experience with email marketing platforms such as Emma, Constant Contact, or MailChimp.
Experience with social media management tools such as Sprout Social or Brandwatch.
Familiarity with event management platforms such as Cvent.
Experience with project management systems, particularly Wrike.
Basic understanding of WordPress or other content management systems.
Experience with Google Analytics or other digital reporting tools.
Knowledge of Canva or similar design tools.
Experience with social media, email, and digital content platforms.
Familiarity with tools such as Cvent, Wrike, and CrowdCompass.

Responsibilities

Build and manage online registration systems and sites, generate registration reports, and distribute them to clients regularly.
Manage the event email alias, respond to attendee inquiries, resolve issues, and escalate as needed.
Coordinate speaker logistics, collect deliverables, cross-check registrations and hotel reservations, and support speakers throughout the event process.
Configure and maintain event mobile apps, including event details, updates, onsite notifications, and ongoing maintenance.
Create and maintain stakeholder hotel rooming lists and serve as the primary contact for hotels and master room blocks.
Coordinate with vendors on catering, audiovisual needs, signage, promotional items, entertainment, photography, travel, and accommodations.
Draft timelines, budgets, CMPs, sponsorship prospectuses, tracking documents, and other event communications.
Manage webinar and online event logistics, including audio and video quality, Q&A facilitation, and speaker transitions.
Liaise with event sponsors to ensure sponsorship benefits are delivered and executed properly.
Conduct inventory of materials and purchase and ship event supplies as needed.
Set up and manage onsite event volunteers.
Schedule and attend event-specific internal and external calls and meetings, and record notes and action items.
Create weekly status reports and post-conference surveys for clients and internal teams.
Travel to events as needed to support operations and attendee experience.
Support development and execution of event marketing plans, including email campaigns, social media content, event websites, and promotional materials.
Assist in developing event-related marketing materials and conference websites.
Draft, review, and schedule digital content in accordance with client brand guidelines and campaign timelines.
Coordinate project requests with the Marketing Manager and Creative Operations to support timely delivery of graphic design, copywriting, multimedia, and giveaway materials.
Assist with audience list segmentation, maintenance, and campaign targeting to support attendance and engagement goals.
Gather and interpret performance data and produce basic marketing and event reports using analytics, email, and social-media tools.
Work with Events and Marketing teams to evaluate event and marketing technology and apply platforms and tools to improve planning and attendee experience.
Use AI-assisted platforms to support content creation, venue sourcing, reporting, and workflow optimization.
Maintain proficiency with Wrike as the required project management platform for assigned programs.
Contribute ideas for process improvement across event delivery and marketing execution.
Provide administrative support to the Events and Marketing team and assist with other projects as needed.