Tradeshow & Marketing Coordinator

Job Description

Job Description

Position Summary

The Tradeshow and Marketing Coordinator supports the day-to-day operations of the global marketing department while taking a lead role in tradeshow logistics, event coordination, marketing administration, sales support, and special departmental projects.

The ideal candidate is proactive, organized, deadline-driven, and comfortable managing multiple priorities. This role requires strong communication skills, attention to detail, and an interest in medical technology and marketing.

Key Responsibilities

Tradeshow and Event Coordination

• Coordinate logistics and execution for domestic and international trade shows, conferences, wet labs, and other marketing events as needed.
• Maintain detailed event project plans, timelines, checklists, and task trackers to ensure key milestones and deadlines are met.
• Coordinate tradeshow-related activities including exhibitor registration, booth planning, sponsorships, housing, shipping, badges, lead retrieval systems, onsite materials, and budget tracking.
• Partner with internal teams, sales representatives, vendors, freight providers, and event organizers to ensure successful event planning and execution.
• Lead pre-event and post-event communications, including lead distribution and tracking, follow-up activities, and event performance reporting.

Marketing Coordinator

• Support departmental activities, cross-functional initiatives, and administrative projects as needed to help achieve business objectives and departmental priorities.
• Support project coordination by maintaining timelines, status updates, and follow-up items for marketing, sales support, and departmental initiatives.
• Provide financial and budget support for the marketing department, including purchase requisitions, purchase approvals, check requests, invoice processing, payment tracking, expense reconciliation, and budget monitoring.
• Maintain organized records, inventory, and version control of marketing content, collateral, and tradeshow assets, including demo products, booth assets, signage, promotional merchandise, brochures, presentations, videos, digital assets, product literature, sales tools, and related materials.
• Coordinate updates, version control, ECO routing, approvals, inventory, and distribution of marketing materials to support global sales and marketing activities.
• Monitor incoming website inquiries daily and route them to the appropriate internal teams to support timely customer, sales, technical service, and clinical follow-up.
• Track, organize, and coordinate global sales support requests and deliverables to ensure timely follow-through.
• Coordinate with external vendors to obtain quotes, confirm deliverables, track deadlines, and ensure timely completion of event and marketing-related requests.
• Support additional marketing department activities and administrative projects as needed.

Education

• Bachelor’s degree in marketing, business administration, communications, event management, or a related field preferred.

Experience

• Minimum of 1 year of experience in marketing support, administrative coordination, event coordination, tradeshow support, or a related role.
• Experience supporting trade shows, conferences, corporate meetings, or other marketing events preferred.
• Experience in the medical device, healthcare, ophthalmology, or life sciences industry is a plus.

Skills and Qualifications

• Ability to follow established approval processes, maintain accurate records, and support version-controlled marketing materials in a regulated environment.
• Excellent verbal and written communication skills, with strong attention to detail and accuracy.
• Ability to communicate professionally and effectively with internal teams, external vendors, event organizers, customers, and cross-functional stakeholders.
• Strong organizational, time-management, and project coordination skills, with the ability to manage multiple priorities, logistics, and timelines within strict deadlines.
• Comfortable working under deadlines and adapting to changing business and event needs.
• Strong team player with the ability to work collaboratively and build effective relationships across departments.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Proficiency in Salesforce, adobe Acrobat, and Mondays is a plus.

Physical Requirements

Must be able to lift up to 35 lb. and assist with packing, organizing, and handling tradeshow and marketing materials as needed.