Marketing Event Coordinator

Job Description

Job Description

Office Location: 119 Gamma Dr, Pittsburgh, PA 15238  (In-Office 3 days per week)

Key Responsibilities:

• Utilize Excel extensively for data analysis, reporting, and budget tracking (advanced functions, pivot tables, VLOOKUP, and conditional formatting)
• Manage mail merges for invitations, communications, and personalized event materials
• Maintain and update guest lists, vendor contacts, and event timelines with precision
• Organize large amounts of data across multiple events to ensure seamless execution
• Coordinate event logistics, including venue bookings, catering orders, and vendor contracts
• Support post-event reporting and analysis to improve efficiency
• Assist in process improvement by developing templates and standardizing workflows
• Work with company executives to evaluate appropriate qualifications for various events throughout the year
• Work with graphic designers to create and distribute event invitations, emails, and other promotional materials needed for each event or incentive trip
• Maintain event response folders and update event manager on attendance counts
• Contribute to creative problem-solving meetings
• Develop and organize address lists for mass marketing/event material mailings
• Maintain and update office databases as needed
• Manage the company merchandise store with duties including but not limited to purchase orders, invoices, internal office orders, and company communication regarding sales and new items
• Participate in Corporate Office Children’s Free Care Fund Campaign efforts
• Prepare, package and distribute gifts and prizes for events and contests
• Manage gift database for the recipients and home addresses
• Act as suite administrator for professional sports stadium luxury suites. Handle all food & beverages needs and work with accounting to settle invoices
• Travel to various markets to support the planning, coordination, and on-site execution of corporate events, ensuring seamless event operations and a consistent attendee experience across all locations.
• Support the execution of corporate marketing initiatives by coordinating promotional materials, branded assets, and event-related communications to ensure consistent brand representation.
• Collaborate with internal marketing teams and external vendors to assist with campaign logistics, content coordination, and the successful execution of marketing projects and special initiatives.
• Administer and manage company contests, including tracking participant eligibility, maintaining accurate records, coordinating communications, distributing prizes, and ensuring timely and successful program execution.

Qualifications:

• Proficiency in Microsoft Excel (advanced formulas, pivot tables, mail merging)
• Proficiency in mail merging using Microsoft Word, Excel, and Outlook for bulk communications and name tags, labels, and directories
• Strong organizational and data management skills with a keen eye for detail
• Experience in event planning or operations is a plus but not required
• Ability to manage multiple projects simultaneously in a fast-paced environment
• Strong communication skills, both written and verbal

HowardHanna.com

Hanna Holdings, Inc. affiliates and assigns are committed to providing equal employment opportunity to all employees and applicants for employment regardless of such factors as race, color, religion, sex, national origin, age, veteran's status or disability. The Company abides by all local, state and federal laws and regulations affecting the hiring of employees.

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