Marketing Events Coordinator

Instylla • Bedford, MA

1d • $70,000 - $95,000 • Onsite

About The Position

Instylla, Inc. is a privately held medical device company based in Bedford, MA, focused on developing novel resorbable embolic agents to advance interventional radiology, with initial clinical applications in interventional oncology. Instylla was founded in 2017 by Incept LLC and is funded by several leading venture capital groups. The company’s flagship product, Embrace™ Hydrogel Embolic System, is FDA-approved for hypervascular tumor embolization and offers controlled, targeted, and persistent embolization.

Requirements

• Bachelor’s degree in Marketing, Communications, Business, Life Sciences, or a related field required
• 1–3 years of prior experience in marketing or a related role
• Prior experience at a medical device, biotech, or life sciences company strongly preferred
• 1–3 years supporting event, tradeshow, or meeting management (conferences, symposia, physician dinners) preferred
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple projects simultaneously in a fast-moving environment using organizational and project management tools
• Clear written and verbal communication skills
• Comfort working cross-functionally with commercial and clinical stakeholders
• Proactive, positive, and team-oriented mindset
• Willingness to support occasional evening, weekend, and conference travel
• Proficiency with Microsoft Office (PowerPoint, Excel, Word, etc.)
• Experience managing event budgets, purchase orders, invoices, and monthly expense reconciliation

Nice To Haves

• Familiarity with interventional radiology, oncology, or the IR society landscape
• Awareness of Sunshine Act / open-payments considerations for events
• Experience with lead-capture, CRM, or event-management tools is all considered favorable

Responsibilities

• Manage the planning and execution of Instylla’s external presence at industry tradeshows, conferences, and symposia, as well as internal company events and meetings—from company-wide and sales meetings to medical symposia.
• Own the logistics, booth production, budgets, and coordination behind our national and regional event calendar (including regional dinners and educational programs).
• Coordinate and manage the logistics of our event calendar.
• Collaborate with cross-functional stakeholders to plan and execute Instylla’s presence at industry conferences and tradeshows (e.g., SIR, CIO, GEST, WAIS, SEAS, DDI and more), including on-site coordination of exhibit booths and conference registration.
• Support external educational events, regional physician dinners, and symposia.
• Plan and manage pre-event team calls with Marketing, Clinical, Sales, and other stakeholders to ensure alignment and smooth execution.
• Maintain conference calendars, timelines, and checklists to ensure on-time execution.
• Assist with post-conference follow-up, lead tracking, and performance summaries.
• Collaborate with stakeholders to plan and execute internal events, including company-wide meetings, sales meetings, conferences, and medical symposia.
• Manage all logistical aspects of internal events—site selection, contract execution, vendor management, attendee lodging and travel arrangements, and on-site coordination.
• Assist in creating promotional materials, invitations, and digital communications to ensure alignment with event objectives.
• Manage the design and production of exhibit booths for conferences, in partnership with marketing and sales teams, ensuring alignment with Instylla’s brand, messaging, and strategy.
• Oversee all logistical aspects of external events—venue selection, vendor management, travel arrangements, shipping, and on-site coordination of exhibits, equipment, and staff roles and responsibilities.
• Comfort managing both in-person logistics and digital event components, including registration systems, webinar platforms, and event-related web content.
• Collaborate with IT and external vendors to ensure seamless audiovisual setup and technical support during conferences and tradeshows, including presentations, videos, and live streams.
• Maintain and manage event budgets; track all expenses and ensure cost-effective event execution.
• Handle financial reconciliation, including creating and submitting purchase orders and invoices, and reconciling department expenses monthly, working with Accounting to ensure timely payments.
• Conduct post-event retrospectives to reconcile budgets, measure event success, identify areas for improvement, and make recommendations for future events.
• Work closely with cross-functional teams in Marketing, Sales, Training and Medical Education, and Senior Leadership to ensure seamless event coordination aligned with company objectives.
• Manage vendor and society relationships, including contracts, exhibit space, and sponsorship packages, ensuring Sunshine Act / HCP compliance across all events.

Benefits

• Conduct business to the highest ethical and professional standards and comply with applicable laws and regulations, the AdvaMed Code of Ethics on Interactions with Healthcare Professionals, and company policies

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level