Marketing Event Coordinator

Howard Hanna Real Estate Services•Pittsburgh, PA

7d•Hybrid

About The Position

The Marketing Event Coordinator will play a crucial role in supporting the planning, coordination, and execution of corporate events and marketing initiatives. This position requires extensive use of Microsoft Excel for data analysis, reporting, and budget tracking, as well as proficiency in mail merges for various communications. The coordinator will manage guest lists, vendor contacts, event timelines, and large datasets to ensure seamless event operations. Responsibilities also include coordinating event logistics, supporting post-event analysis, assisting in process improvement, and collaborating with internal teams and external vendors. Additionally, the role involves managing the company merchandise store, preparing and distributing gifts, and acting as a suite administrator for professional sports stadium luxury suites. Travel to various markets will be required to support event planning and on-site execution.

Requirements

Proficiency in Microsoft Excel (advanced formulas, pivot tables, mail merging)
Proficiency in mail merging using Microsoft Word, Excel, and Outlook for bulk communications and name tags, labels, and directories
Strong organizational and data management skills with a keen eye for detail
Ability to manage multiple projects simultaneously in a fast-paced environment
Strong communication skills, both written and verbal

Nice To Haves

Experience in event planning or operations is a plus but not required

Responsibilities

Utilize Excel extensively for data analysis, reporting, and budget tracking (advanced functions, pivot tables, VLOOKUP, and conditional formatting)
Manage mail merges for invitations, communications, and personalized event materials
Maintain and update guest lists, vendor contacts, and event timelines with precision
Organize large amounts of data across multiple events to ensure seamless execution
Coordinate event logistics, including venue bookings, catering orders, and vendor contracts
Support post-event reporting and analysis to improve efficiency
Assist in process improvement by developing templates and standardizing workflows
Work with company executives to evaluate appropriate qualifications for various events throughout the year
Work with graphic designers to create and distribute event invitations, emails, and other promotional materials needed for each event or incentive trip
Maintain event response folders and update event manager on attendance counts
Contribute to creative problem-solving meetings
Develop and organize address lists for mass marketing/event material mailings
Maintain and update office databases as needed
Manage the company merchandise store with duties including but not limited to purchase orders, invoices, internal office orders, and company communication regarding sales and new items
Participate in Corporate Office Children’s Free Care Fund Campaign efforts
Prepare, package and distribute gifts and prizes for events and contests
Manage gift database for the recipients and home addresses
Act as suite administrator for professional sports stadium luxury suites. Handle all food & beverages needs and work with accounting to settle invoices
Travel to various markets to support the planning, coordination, and on-site execution of corporate events, ensuring seamless event operations and a consistent attendee experience across all locations.
Support the execution of corporate marketing initiatives by coordinating promotional materials, branded assets, and event-related communications to ensure consistent brand representation.
Collaborate with internal marketing teams and external vendors to assist with campaign logistics, content coordination, and the successful execution of marketing projects and special initiatives.
Administer and manage company contests, including tracking participant eligibility, maintaining accurate records, coordinating communications, distributing prizes, and ensuring timely and successful program execution.