Marketing Coordinator/EA

Job type:
Real Staffing
flag_no USA
project ID:

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Marketing Coordinator/Administrative Assistant (San Francisco, Bay Area)

Confidential Life Sciences Company

The self-starting Marketing Coordinator/Administrative Assistant will primarily manage the coordination of meetings, tradeshows, and sales and marketing collateral, and other duties as assigned, to help drive growth. In this position, the primary focus will be to set up meetings, coordinate logistics, interface with vendors and other meeting planners, and to communicate effectively. The Marketing Coordinator /Administrative Assistant will coordinate projects and manage all Sales and Marketing collateral, both in print and electronic forms. This position will also support a senior level head, performing a variety of complex secretarial and administrative duties requiring independent judgment, discretion and confidentiality.

Responsibilities are as follows, but are not necessarily limited to:

·Coordinate meetings, tradeshows, related customer events, or meeting activities as required. Negotiate, edit, review exhibitor contracts, hotel contracts, restaurant arrangements and contracts, and other vendor agreements needed for various internal and external meetings; present them to Marketing leadership. Book guest rooms, meeting rooms, and special requests; order AV equipment as needed. Maintain timelines and deadlines; manage relationships with meeting personnel; manage other resources and ensure related projects are completed on schedule; attend meetings, tradeshows, and customer events as needed.
·Ensure that relevant contracts, purchase orders, and invoices are processed correctly and in a timely fashion, and maintain orderly records of all contracts, purchase orders and invoices. Help develop and ensure that all meeting/tradeshows stay within budget; notify Marketing leadership of budget variances.
·Ensure that booths needed for tradeshows arrive intact and on time; coordinate shipping as needed and periodically inspects tradeshow booths. Recommend and oversee booth upgrades, updates, and replacements of booths.
·Manage relationship with fulfillment house and printers; ensure that appropriate par levels are in place. Order article reprints as they become available; review marketing collateral for minor corrections (e.g., trademarks, addresses, etc.) before print orders are instituted; recommend changes and updates. Check shipping and printing jobs for quality. Create and maintain tracking and reporting tools.
·Oversee the management of giveaways; assist with selection and distribution of giveaways for meetings, tradeshows, and company events. Reorder giveaways as needed; recommend to Marketing leadership when giveaways should be discontinued/changed based on utilization levels.
·Manage and monitor calendar and appointments; coordinate meetings and phone/conference calls.
·Prepare board meeting packages and communicate with board members.
·Discreetly handle details of a highly confidential and critical nature.
·Produce/edit documents including but not limited to: letters, memos, reports, graphs, spreadsheets and PowerPoint presentations.
·Coordinate complex executive travel arrangements, prepare detailed itineraries, and prepare related expense reports.


· Ideal candidate will have 5-7 years experience overall, with 2-3 years in the Life Sciencs Industry
· Bachelors degree or equivalent in related field
· Must be self-directed
· Ability to manage confidential matters with discretion and sound judgment
· Excellent computer skills required in Microsoft Office Suite (Excel, Word, PowerPoint, and Outlook)
· Exceptional written and oral communications skills to communicate to customers and internal audiences
· Excellent project management skills
· Ability to work on multiple projects and prioritize tasks
· Demonstrated history as a self-motivated, detail-oriented, and reliable team player
· Flexibility to finish work related projects when needed

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