Marketing Events Coordinator

AeroSafe Global•City of Rochester, NY

2d•Hybrid

About The Position

At AeroSafe Global, we are reframing the last mile as the first moment of care. We are an integrated healthcare service partner solving the pharmaceutical industry’s complex challenges by bridging the gap between cold-chain logistics and the point of care. Our mission is to ensure the integrity and delivery of life-saving medicines to every patient. Summary Are you a master of spreadsheets, a scheduling wizard, and someone who thrives on turning chaos into perfectly executed experiences? We are looking for a highly organized, high-energy Marketing Events Coordinator to manage our event footprint. This is a hybrid role with a clear 70/30 split: Approximately 70% of your focus will be dedicated to driving our high-impact external trade show marketing and logistics, while the remaining 30% of your time will be focused on executing internal corporate events and company-wide communication. From coordinating high-stakes trade show booths that drive sales leads to managing the seamless rollout of invitation campaigns for internal events, you will ensure every initiative runs smoothly, stays on budget, and reflects our brand perfectly.

Requirements

2-3 years of experience in event planning, corporate meeting coordination, marketing logistics, or administrative support.
Elite project management skills; you are someone who lives for checklists and never lets a detail slip through the cracks.
Exceptional interpersonal skills; comfort collaborating with cross-functional teams to gather provided communication content and execute campaigns exactly to specification.
A "cool under pressure" attitude; you are a proactive problem solver when unexpected event-day challenges arise.
Proficiency with Microsoft Office, project management tools (Asana), and experience setting up templates and managing lists within email marketing/CRM platforms (HubSpot).
Willingness to travel up to 10% to manage on-site execution at major trade shows.

Responsibilities

Coordinate the shipping of booth assets, shipping/handling, rigging, electrical, and AV setups while strictly adhering to venue and union guidelines.
Serve as the primary point of contact for booth builders, printers, exhibit houses, and promotional swag vendors.
Assist in designing the physical booth layout, ordering promotional items, and ensuring all signage is on-brand and up-to-date.
Manage hotel room blocks and on-site schedules for executives and sales teams attending the shows.
Work with the marketing team to execute pre-show promotional campaigns and ensure post-show leads are promptly routed to the sales team.
Own the technical setup, formatting, and scheduling of all internal event emails (save-the-dates, official invitations, reminders, and post-event recaps) within Outlook using approved assets provided by leadership.
Maintain and track RSVP data, manage registration caps, and provide regular attendance updates to stakeholders.
Concept, plan, and execute employee-facing events including holiday parties, summer outings, milestone celebrations, and team-building activities.
Manage logistics for key internal meetings such as town halls, and executive board meetings (including AV setup, catering, and on-site coordination).
Scout and book off-site locations, manage catering menus, and source internal corporate gifts.
Track event expenditures meticulously across both tracks, processing invoices and ensuring all events stay within their allocated budgets.
Assist in reviewing and organizing vendor and venue contracts, keeping track of deposit deadlines and cancellation policies.
Maintain organized storage of all marketing event collateral, booth graphics, and company swag.

Benefits

employer contributions towards health insurance
vision coverage
401(k) retirement savings plans
Dental insurance
Life/AD&D insurance
Worksite Voluntary Plans (Accident, Critical Illness, Hospital Indemnity insurance)
Flexible Spending Accounts
Health Savings Account
PTO policy
10 Paid Holidays per year