Marketing Events Coordinator

Instinct Science • Doylestown, PA

5d • $65,000 - $75,000 • Remote

About The Position

The Marketing Events Coordinator is the hands-on execution partner to the Senior Manager, Events, helping deliver Instinct’s events portfolio across major industry conferences, regional and hosted events, the Instinct user conference, and the annual company-wide team offsite. The role coordinates logistics, vendors, shipping, travel, and on-site production to ensure events reflect Instinct’s brand and support pipeline, awareness, and customer engagement in the veterinary technology market.

This is a fully remote, travel-heavy, on-site role. The Coordinator spends significant time at events setting up and breaking down booths and spaces and working directly with labor teams, decorators, and venue crews. The role calls for an organized, physically capable person who stays calm under pressure and enjoys bringing events together in person. Travel of 25–60% is required, including evenings, weekends, and extended on-site hours around events.

Requirements

• At least 2 years of experience in an events role, such as event coordination, event production, or field marketing.
• Hands-on experience working with labor teams, including show decorators, union and non-union labor, and venue crews, for setup, dismantling, and material handling.
• Experience supporting events end to end, including conferences, trade shows, hosted events, and internal team events.
• Strong organizational and project management skills, including the ability to manage multiple events, timelines, and vendors at once.
• Working knowledge of event logistics, including shipping and freight, exhibitor kits and show orders, and travel coordination.
• Familiarity with budget tracking, purchase orders, invoicing, and expense reporting.
• Familiarity with event technology and tools, such as registration platforms, CRM and marketing automation systems, and lead capture tools.
• Comfort with Asana, Slack, and Google Workspace, which Instinct uses day to day.
• Strong communication and interpersonal skills, including experience coordinating internal teams, external vendors, and on-site partners.
• Detail-oriented and execution-focused, with high standards for quality, brand consistency, and attendee experience.
• Comfort operating in a fast-paced, growth-stage environment and adapting quickly when plans change on-site.
• Willingness and ability to travel 25–60% of the time, including evenings, weekends, and extended on-site hours around events; travel is a required function of the role.

Nice To Haves

• Experience in the experiential industry.
• Experience with Cvent.
• Experience in the veterinary, healthcare, or life sciences space.

Responsibilities

• Support the Senior Manager, Events in planning, coordinating, and executing major industry conferences, regional events, hosted customer and prospect events, the Instinct user conference, and the annual team offsite.
• Coordinate end-to-end event logistics, including vendor communication, booth and event production, travel, shipping and freight, material handling, on-site execution, and post-event wrap-up.
• Coordinate with labor teams, show decorators, venue staff, and production crews to schedule, direct, and verify booth installation, dismantling, and material handling.
• Provide on-site event support, including booth setup and teardown, staffing coordination, troubleshooting, and attendee and customer engagement.
• Maintain event plans, timelines, checklists, and run-of-show documents so stakeholders understand ownership and deadlines.
• Support budget tracking by processing purchase orders, invoices, and expense reconciliations, and flagging variances to the Senior Manager.
• Source vendors and agencies, request quotes, manage production partners, and organize contracts, certificates of insurance, and show orders.
• Manage booth assets, signage, swag, and inventory, including storage, shipping, inbound and outbound tracking, and post-event condition checks.
• Partner with design, content, and product marketing to produce booth graphics, signage, presentations, sales materials, and pre- and post-event communications.
• Support Sales and Customer Success event enablement, including lead capture setup, meeting scheduling, and attendee logistics.
• Assist demand generation and content teams with event promotion, including registration pages, email campaigns, social posts, and partner coordination.
• Gather and organize attendance, lead lists, and follow-up status to support reporting on lead quality, pipeline impact, and ROI.
• Maintain relationships with conference organizers, venues, and vendors, and keep show deadlines and exhibitor requirements on track.
• Ensure events follow Instinct’s brand standards and provide a professional experience for attendees and internal teams.
• Manage multiple concurrent events and prioritize work in a fast-paced, growing environment.

Benefits

• Medical, dental, and vision benefits.
• 401K with match.
• Owner-like flexibility over work and time off, including time to innovate and Flow State Fridays.
• A generous stipend that can be used for almost anything to support bringing your best self to work.
• All-expense-paid time throughout the year together, including at the annual retreat.
• Supportive and caring work environment.
• Team compensation described as competitive, with a stated pay range of $65,000–$75,000.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed