Events & Marketing Support Specialist

Events And Marketing Support SpecialistThe Events and Marketing Support Specialist keeps our events running and our marketing communications moving. This is a hands-on, execution-focused role designed to take the many detailed tasks that go into producing great events and consistent member communications off the Director of Marketing and Events' plate—so the Director can focus on strategy, content, and the big-picture work of building experiences members and vendors will remember. The role's center of gravity is events. The two major annual member-and-vendor events, along with the ongoing calendar of member trainings, vendor showcases, and industry gatherings at our Experience Center in Golden, are where this role delivers the most value. That means owning food and beverage planning, hotel and logistics bookings, on-site setup and execution, project plan management, and the hundreds of small tasks that separate a well-run event from a rough one. Alongside events, the role supports our marketing execution: building and scheduling newsletters, posting to social media during and around events, maintaining the member portal, and helping keep the marketing calendar on track. This is execution work supporting the Director's strategy, not independent brand or content ownership. This role is built for someone who genuinely enjoys the work—checking boxes, following through on every commitment, catching details others miss, and taking pride in a well-executed event or polished communication. Someone who is comfortable running errands during event weeks, setting up food, keeping coffee flowing, and staying on their feet through long event days — and who is equally comfortable sitting down and proofreading a newsletter to make sure every line is right. This is a real and valuable role, and it deserves someone who treats it that way.Culture: Teamwork and Servant Leadership Our company is a team-first organization, and this role is one of the clearest expressions of that culture. By design, this role exists to support—to make the Director of Marketing and Events more effective, to make our events land well for members and vendors, and to ensure the communications that go out the door reflect the organization's standards. That orientation toward service is not incidental to the role; it is the role. The Events and Marketing Support Specialist is expected to model teamwork and servant leadership in every direction — with the Director of Marketing and Events, with the Business Support Coordinators, with the broader team, and with the members, vendors, and hospitality partners who interact with our company during events and through its communications. That means following through on commitments without exception, communicating clearly, asking for help when needed, sharing credit generously, and treating every task — even the small ones — as worth doing well. Servant leadership at this level is not soft. Events don't wait. Newsletters have deadlines. Restaurants need to be called on time. Hotel blocks don't hold themselves. Coffee runs out when nobody restocks it. Communications that go out with typos undermine our brand. This role holds the line on the details that make everything work, with the steady follow-through that earns the team's trust over time.Key ResponsibilitiesEvent Food and Beverage Planning and ExecutionOwn event food and beverage planning. Research locations and menus, place orders, manage restaurant reservations, and communicate with venues and caterers. Verify food allergies and dietary restrictions for attendees, and ensure the venue is prepared. Handle week-of execution: grocery store runs, food setup, order pickup, making specialty coffee, keeping food and beverage stations stocked, and running happy hour setup and cleanup.Bookings and Event LogisticsHandle event logistics: hotel blocks, event tickets, shuttle services, tent and chair rentals, and any other required physical logistics. Track deadlines, confirm reservations, and follow up to make sure every piece is locked in before the event starts. Research and execute local event logistics at our Experience Center, including sourcing vendors and coordinating deliveries.Event Registration and Attendee CommunicationsBuild and manage event registration paths in Swoogo — registration forms, confirmation emails, attendee tracking, and event page setup. Draft and send pre-event communications including invitations, RSVPs, "Know Before You Go" emails, and post-event follow-ups. Own the survey process: distribution, follow-up on incomplete responses, organizing results for the Director, and passing leads from surveys to the sales team.On-Site Event SupportBe physically present at all events to run day-of execution. Set up food and beverage stations, monitor spaces for cleanliness, restock as needed, keep coffee and drink stations flowing, support reception and happy hour setup, coordinate event photography, and handle the miscellaneous errands that come up during a live event. Be the person the Director can hand a task to during the event and know it will get done.Project Plan and Event Checklist ManagementMaintain and drive the project plans and event checklists that keep every event on track. Own the tracking of every task, deadline, and commitment across each event in Monday.com. Flag issues early. Make sure nothing gets missed.Newsletter Creation and ExecutionBuild, proof, and schedule weekly and ad-hoc newsletters using Pardot and the Beefree email builder. Source and recommend content for newsletters, including member news, vendor highlights, and industry updates. Review and polish every subject line, layout, and piece of content before distribution.Social Media SupportCreate and schedule social media content across platforms — graphics, copy, and video posts — under the direction of the Director of Marketing and Events. Maintain the social media calendar. Post timely content around events, member activities, vendor spotlights, and organizational updates. Monitor engagement and flag trends or opportunities to the Director.Member Portal MaintenanceUpdate and maintain the ProSource member portal — vendor logos, member resources, articles, event information. Ensure portal content is current, accurate, and organized in the right folders and categories. Troubleshoot minor portal issues and escalate technical problems as needed.General Marketing and Communications SupportMaintain the marketing calendar in Monday.com with upcoming deadlines, events, and content schedules. Handle email communications and follow-ups that surround event planning, marketing execution, and vendor and attendee relationships. Assist with additional marketing and event projects as assigned. Handle errands, follow-ups, and one-off tasks as needed.Standards and ConductRepresent our company the way we want to be represented in every venue, vendor, attendee, and teammate interaction: professional, responsive, detail-oriented, and genuinely committed to the work landing well. Bring a high standard of care to every outgoing communication—newsletters, emails, social posts, portal updates—with the proofreading discipline that ensures all materials reflect the organization's professionalism. Understand the purpose behind each task so you can catch issues, think ahead, and make better recommendations. Compose your own professional communications in your own voice.QualificationsOne to three years of experience in events, marketing, communications, hospitality, or a related detail-oriented field. Exceptional organizational skills and follow-through — the kind of person who never lets a task slip and takes pride in a well-managed checklist. Strong written communication skills with excellent spelling, grammar, and proofreading ability. Experience with email marketing platforms (Pardot or comparable) is preferred, along with the willingness to learn tools including Swoogo, Monday.com, Optimizely, Formstack, and Beefree. Experience creating and scheduling social media content across platforms. Comfort with the physical realities of event support: on your feet during events, running errands, grocery store runs, food setup, and long event days. Proficiency with Microsoft Office and comfort learning new software quickly. A genuine service orientation and teamwork mindset — someone who finds satisfaction in supporting the team and making events and communications land well. Discretion and professionalism with confidential information, executive communications, and vendor and member relationships. Basic graphic design skills (Canva, Adobe Creative Suite, or similar) are a plus. Familiarity with the consumer electronics, custom integration, or AV industry is a plus. Willingness to work flexible hours around ProSource events, including evenings and weekends when events run.What Success Looks LikeFirst few months: Events that run smoothly because the details are handled. Newsletters that go out on schedule, polished, and error-free. Social media posts that show up when they should and reflect our brand. The Director of Marketing and Events describes this role as freeing up strategic capacity previously consumed by task execution. Venues, caterers, and hospitality partners describing this role as easy to work with and reliable.Over time: A reputation across the team as the person who makes events and communications happen. Continued responsibility as the Director trusts this role with more independent ownership of specific workstreams. The kind of steady, dependable presence that becomes indispensable to how we run our events and speak to its members