Events & Marketing Coordinator - Wakefield, MA

Summary:

The Events & Marketing Coordinator is a cross-functional role embedded in the Global Events team at Virtual, Inc. This position supports the full lifecycle of client programs: from event logistics and onsite operations to marketing execution and sponsorship activation.

The ideal candidate brings a foundational understanding of both event planning and digital marketing, with the initiative to contribute across both disciplines in a fast-paced, multi-client environment. Familiarity with AI tools, project management platforms, and emerging digital practices is expected.

 

Preference for local candidates to work out of our Wakefield, MA office 2 days/week.

 

Here's what you'll do:

Events Logistics & Operations

• Build and manage online registration systems and sites; generate registration reports and distribute to clients on a regular basis.
• Manage event email alias on a daily basis, serving as a first point of contact for attendee inquiries; problem-solve challenges and escalate issues as needed.
• Manage all speaker logistics, serving as the main point of contact for speakers, collecting deliverables, cross-checking registrations and hotel reservations, and ensuring a smooth experience throughout.
• Configure and maintain the event mobile app with all relevant details; manage updates, onsite notifications, and ongoing maintenance.
• Create and maintain stakeholder hotel rooming lists; serve as the primary point of contact for hotels and master room blocks.
• Work with vendors to coordinate catering, A/V, signage, promotional items, entertainment, photography, travel, and hotel accommodations to produce high-quality, cost-efficient events.
• Draft timelines, budgets, CMPs, sponsorship prospectuses, tracking documents, and other event-related communications.
• Manage webinar and online event logistics, including audio and video quality, Q&A facilitation, and speaker transitions.
• Liaise with event sponsors to ensure benefits are properly received and executed.
• Conduct inventory of materials; purchase and ship event supplies as needed.
• Set up and manage onsite event volunteers.
• Schedule and attend internal and external event-specific calls and meetings; record notes and action items.
• Create weekly status reports and post-conference surveys for clients and internal teams.
• Travel onsite to events as needed to support operations and ensure a high-quality attendee experience.

Marketing Coordination

• Support the development and execution of event-specific marketing plans, including email campaigns, social media content, event websites, and promotional materials.
• Assist with development of event-related marketing materials and conference websites.
• Draft, review, and schedule content across digital channels in alignment with client brand guidelines and campaign timelines.
• Coordinate project requests with Marketing Manager and Creative Operations (graphic design, copywriting, multimedia, and giveaways) to ensure on-time delivery.
• Assist with audience list segmentation, maintenance, and campaign targeting to support event attendance and engagement goals.
• Gather and interpret performance data; produce basic marketing and event reports using tools such as Google Analytics, email platforms, and social metrics dashboards.

Technology and Innovation

• Work alongside Events and Marketing teams to stay current on events and marketing technology; apply new platforms and tools to improve planning processes and elevate the event experience.
• Use AI-assisted platforms to support content creation, venue sourcing, reporting, and workflow optimization.
• Maintain proficiency with Wrike as the required project management platform across all assigned programs.
• Contribute ideas for process improvement across both event delivery and marketing execution.
• Provide administrative support to the Events and Marketing team and assist with other projects as needed.

 

As our next Events & Marketing Coordinator, you will bring:

Education and Experience

• Bachelor's degree with a concentration in hospitality management, marketing, communications, event management, or a related field preferred.
• 1 year of direct experience in events, hospitality, or marketing required; prior internships in events, hospitality, or a related field preferred.
• Experience using email marketing platforms (e.g., Emma, Constant Contact, MailChimp) and social media management tools (e.g., Sprout Social, Brandwatch) preferred.
• Familiarity with event management platforms such as Cvent preferred.
• Experience with project management systems, particularly Wrike, a plus.
• Basic understanding of WordPress or other CMS platforms preferred.
• Experience with Google Analytics or other digital reporting tools is a plus.
• Knowledge of Canva or similar design tools preferred.

Technical Requirements

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to learn new technology platforms and tools quickly, such as Cvent, Wrike, CrowdCompass, and others as needed.
• Comfort using AI-assisted tools to support content creation, task automation, research, and workflow optimization.
• Experience with social media, email, and digital content platforms preferred.

Additional Requirements

• Must be willing and able to travel domestically and internationally as needed, up to 25%.
• Must be able to meet applicable travel and client requirements.

 

The target hiring range for this role is $50,000 - $55,000 USD (annually). The starting base salary will be determined based on skills, experience, location, and other job-related factors. In addition, our total rewards package includes a robust medical, dental, and vision insurance plan (free option available for individuals); generous short- and long-term disability, supplemental life insurance, health care and dependent care, Flexible Spending Accounts, 401(k) savings match, paid parental leave, financial planning workshops, pre-paid legal plan, discretionary annual bonus and merit increase, and unlimited paid vacation time.

 

About Virtual Inc:  

Virtual Inc. was founded in 1999 and is headquarted in Wakefield, MA.

We are more than a professional services firm. We've helped some of the world's leading global membership organizations Make Their Mark on the World. Whether bringing new groups to life or getting existing groups unstuck, we deliver extraordinary results and game-changing growth for our global portfolio of clients; a lineup of who's who of tech leaders, standards trailblazers, certification bodies, open-source powerhouses, and professional societies - many comprised of some of the largest brands in the world.

At Virtual, you'll be part of a team that truly lives its values every day - trust, respect, inclusion, innovation, service excellence, empowerment, teamwork, generosity, and fun - and it's why we've been recognized twice as a Best Place to Work.