Event Coordinator

at  CoolIT Systems

BASIC QUALIFICATIONS:

• Bachelor’s degree in business administration, marketing, communications or a related field.
• 1-3 years of experience in marketing and coordinating tradeshows and industry events.
• Proficiency in MS Outlook, Teams, Word, PowerPoint and Excel.
• Proficiency in LinkedIn, X, YouTube and MailChimp.
• Ability to travel for business to USA, Europe and Asia.
• Strong interest in leading-edge technologies.
• A self-motivated individual with a thirst for knowledge that moves fast.
• Enjoys and contributes to a collaborative culture where nothing is impossible.
• Believes in being an ethical approach to conducting themselves professionally.

PREFERRED QUALIFICATIONS:

• Project management experience.
• Proficiency in Canva, WordPress, Adobe InDesign, Photoshop and Illustrator.

SKILLS:

• Excellent written and verbal communication skills.
• Excellent organization, event coordination and administrative skills with strong attention to detail.
• Knowledge of traditional and digital marketing, content marketing, and social media marketing.
• Track record of providing professional and excellent customer service to internal and external stakeholders.
• Self-starter and able to independently move projects forward, prioritize tasks, and meet deadlines.
• Works well in collaboration with cross-functional teams.

ROLE:

As a marketing team member, you will coordinate the execution of multiple tradeshow exhibits and industry events throughout the year, represent CoolIT Systems at events in North America and around the world, and promote the company through additional channels like social media and email marketing. This role reports to the Marketing Manager.

RESPONSIBILITIES:

• Support the marketing team in planning, promoting and executing tradeshows, industry events and other marketing projects throughout the year.
• Oversee and implement tradeshow and industry events related activities, including:
• Managing CoolIT’s tradeshow booth design, shipping, logistics and installation with third-party vendors and internal teams;
• Arranging booth spaces, meeting rooms and accommodations for participants;
• Coordinating participant involvement such as presentations, discussion panels, and tradeshow booth duties;
• Preparing products, marketing collateral, signage and product videos for physical exhibits and virtual booths;
• Arranging customer partnerships for co-marketing opportunities at the tradeshow, such as product displays, panel discussions and other co-marketing initiatives;
• Follow-up activities, including tracking leads, post-show email campaign and documenting lessons learned for continuous improvement;
• Assisting in planning CoolIT’s annual tradeshow and industry events calendar; and
• Tracking expenses to ensure events stay within budget and assisting in annual event budget planning.
• Travel to international events to ensure smooth execution of CoolIT’s participation.
• Ensure CoolIT receives the highest value for an event while staying within budget.
• Manage and distribute branded merchandise for tradeshow exhibit visitors, sales team and customers.
• Promote tradeshow participation on social media and tech publications.
• Execute social media strategy by creating and posting content on LinkedIn, X and YouTube.
• Manage email marketing campaigns and mailing list.
• Support sales staff by updating marketing collateral as needed.
• Collect, analyze and summarize marketing team metrics.