Marketing Events Coordinator

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About Instylla:

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.

Position Summary/Role and Responsibilities:

The Marketing Events Coordinator manages 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. This role owns the logistics, booth production, budgets, and coordination behind our national and regional event calendar (including regional dinners and educational programs) and is ideal for an early-career marketer who wants to build a career in medical device and corporate event marketing while working cross-functionally with commercial Sales, Clinical, and Medical Education teams.

Reporting to the Sr. Director of Marketing, this individual will start by owning the coordination and logistics of our event calendar. This opportunity is for someone eager to become a leader in medical device event marketing and to help translate Instylla's clinical and product value into experiences that drive the commercialization and adoption of novel embolotherapy solutions.

Tradeshow Planning & Execution

• 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

Internal Events & Meetings

• 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

Exhibit Booth Production

• 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

Logistics Management

• 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

Audiovisual Coordination

• Collaborate with IT and external vendors to ensure seamless audiovisual setup and technical support during conferences and tradeshows, including presentations, videos, and live streams

Financial Management

• 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

Collaboration & Coordination

• 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

Qualifications and Education 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

Knowledge/Skills:

• 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

Preferred Skills

• 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

Working Conditions:

• In-office position
• Domestic travel required, anticipated up to 40%, with peak travel around major conferences (spring and fall); international travel possible
• Ability to lift and transport marketing materials and packages up to 50 lbs
• Work flexible hours, including evenings and weekends, as necessary for event planning and execution
• 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
• Other job duties as assigned