Marketing Events Coordinator

Hireology•Chicago, IL

1d•Hybrid

About The Position

We’re looking for a contract Marketing Events Coordinator to own end-to-end logistics and execution for Hireology’s external event program — spanning trade shows, industry conferences, sponsorships, hosted dinners, leadership exchanges, and company events. This is a high-volume, detail-heavy, execution-first role — but it’s not just logistics. The best person for this role thinks about how every touchpoint feels to the people experiencing it, from the moment they receive a calendar hold to the moment they leave an event. You’ll serve as the connective tissue across Marketing, Sales, Business Development, Customer Success, and RevOps — keeping every stakeholder informed, every shipment on track, and every event crafted with intention. This role reports directly to Anil Harjani, CRO.

Requirements

3+ years of experience in event coordination, event operations, or a logistics-heavy marketing role — B2B or trade show experience strongly preferred
Proven ability to manage multiple simultaneous events across different stages of planning without dropping details
An eye for experience design — you notice what makes an event feel polished and you advocate for getting those details right
Strong project management instincts — you build the checklist before anyone asks, and you document everything
Experience coordinating travel logistics (hotels, flights, ground transport) for teams
Skilled cross-functional communicator — comfortable working across Sales, BD, CS, and executive stakeholders; your briefs are clear, complete, and sent early
Familiarity with Monday.com, Salesforce, and HubSpot preferred
Experience with FedEx advance shipping and vendor/exhibitor portal management a plus
Based in Chicago; able to work from our office and travel up to 15% of the time

Nice To Haves

You’re the person who books the hotel before anyone thinks to ask — and then wonders whether the room block is at the right property. You follow up, you confirm, you build the tracker, and you send the reminder. But you also care about whether the dinner felt right, whether the swag was worth keeping, and whether attendees walked away with a good impression of Hireology. You don’t need hand-holding — you need context, access, and trust, and you’ll take it from there.

Responsibilities

Manage end-to-end logistics for all external events across Hireology’s three primary verticals: Senior Living/Long-Term Care, Hospitality, and Automotive
Coordinate booth and exhibitor logistics for trade shows — including registration, exhibitor services portals, electricity/WiFi/furnishings orders, lead retrieval devices, and advance shipping via FedEx
Manage venue sourcing, catering, AV, and on-site logistics for hosted events (dinners, happy hours, leadership exchanges, experiences)
Coordinate sponsorship deliverables including logo files, company descriptions, and branded materials per show requirements
Handle all logistics for virtual/webinar events: speaker coordination, deck submission, tech testing, and post-event follow-up
Think beyond logistics to how each event actually feels — for attendees, prospects, customers, and the internal team representing Hireology
Sweat the details that others miss: the right swag for the right audience, a well-timed communication that sets expectations clearly, a hosted dinner that feels curated rather than routine
Ensure Hireology shows up consistently and professionally across every event format and vertical — from flagship trade shows like NADA to intimate leadership exchanges
Bring a point of view on what elevates an event from transactional to memorable, and advocate for those details when building event plans
Identify and confirm internal event staffing across BD, Sales, CS, and executive teams
Book and confirm hotel reservations for all attending team members; ensure each attendee has what they need well in advance of travel
Send detailed calendar holds for all events, with full itineraries embedded in the invite — and make sure those communications are clear, complete, and well-timed
Partner with Marketing on content readiness — ensuring decks, collateral, and creative assets are finalized ahead of event deadlines
Coordinate speaker prep: schedule prep calls, submit bios/headshots/decks to organizers by their deadlines
Build and maintain a dedicated Monday.com project board for every event, tracking all to-dos, confirmations, receipts, and documentation in one place
Maintain the master events calendar and begin logging future-year renewal dates as they come in post-event
Track and reconcile event budget line items against the approved budget; flag variances proactively; route invoices and expenses through appropriate channels
Export lead lists from lead retrieval systems and deliver to the appropriate BD contacts post-show
Set up Salesforce campaigns for each event; coordinate lead list submission with the RevOps/ops team
Complete post-event insights forms with attendance data, lead quality assessment, and follow-up actions
Capture logistics and experience learnings and apply them to future event planning
Manage the Customer Loyalty Lab Coat Program: review monthly order submissions from CS, place orders with the vendor, and ensure timely delivery to recipients