Job Description

Event Marketing Coordinator

TP North America runs roughly ~70 events a year. Trade shows and industry conferences, executive roundtables, hosted customer experiences, client visits to the TIEC, territory field campaigns, and internal and sales kickoffs. The Event Marketing Coordinator keeps our program moving.

This is a hands-on execution role supporting a team of Event Marketing Managers aligned to our industry verticals and service horizontals. You help own the logistics, the deadlines, the shipments, the inventory, and the purchasing and contracting paperwork that make each event land clean. You are the person who knows where the booth is, when the deadline hits, what the PO number is, and how many polos are left in the crate.

Every event we run is measured on revenue generated, pipeline influenced, leads generated, and meetings booked. Your work is what protects those outcomes, working closely with Event Managers.

This position is a hybrid role. Please expect primarily work at home and occasional onsite at the Santa Clara location.

Responsibilities

Your Responsibilities

• Coordinate logistics across trade shows, conferences, roundtables, and hosted customer events, including booth assets, shipping and return handling, exhibitor services, registration, room blocks, staffing schedules, signage, and setup.
• Track exhibitor deadlines, registration windows, speaker and abstract submissions, and internal handoffs against each event timeline, and flag slippage early rather than reporting it late.
• Prepare and submit event materials to vendors and organizers, including logos, boilerplate, speaker bios, booth graphics, and lead retrieval orders.

Calendar, budget, and purchasing operations

• Maintain the master event calendar as the single source of truth for dates, owner, line of business, status, and key milestones.
• Open purchase orders, process invoices, and move vendor paperwork through procurement and legal on a timeline that does not put an event at risk.
• Keep the budget tracker current for every event, reconcile actuals against plan, and surface variances before they become surprises.
• Maintain vendor records, contracts, certificates of insurance, and shared event files in a structure where the current version is easy to find and gaps are visible.
• Support the intake process for new event requests, capturing the detail the team needs to evaluate and prioritize.

Swag, inventory, and brand standards

• Manage promotional inventory end to end, including stock levels, reorder points, storage, kitting, and shipping to and from event sites.
• Run intake for internal swag requests and coordinate ordering, holding the line on quantity, timing, and approved spend.
• Apply brand standards to booth graphics, collateral, and giveaways so every event looks like the same company showed up.
• Support vendor sourcing and comparison for swag and collateral, and track what performs and what does not.

Qualifications

Qualifications

• 1 to 3 years of experience in event coordination, marketing coordination, or a comparable operations role. Agency, in-house, association, or hospitality experience all count.
• Demonstrated ownership of the logistics for at least one event from planning through delivery.
• Bachelor's degree in marketing, communications, business, or a related field preferred.
• Strong organizational skills and follow-through. You are comfortable holding deadlines, checklists, and handoffs across many active projects at once.
• High proficiency with Google Suite and working knowledge of events systems (e.g. Salesforce, Cvent) and project management tools (e.g. Asana)
• Working knowledge of purchasing basics, including POs, invoices, and vendor onboarding, or the appetite to learn them fast.
• Clear written and verbal communication with vendors, internal partners, and senior stakeholders.
• Comfortable operating inside an approval process. You ask questions early, escalate before something breaks, and do not sit on a problem.
• Self-motivated and productive in a remote environment.
• Willingness to travel to event locations, including occasional evenings and weekends around event dates.

Soft Skills

• Process Excellence
• Collaboration
• Communication
• Emotional Intelligence
• Open-Mindedness
• Critical Thinking
• Solution Orientation
• Entrepreneurship
• AI Proficiency
• Data Literacy

Be Part of Our TP Family

It is our mission to always provide an environment where our employees feel valued, inspired, and supported, so that they can bring their best selves to work every day. We believe that when employees are happy and healthy, they are more productive, creative, and engaged. We are committed to providing a workplace that is conducive to happiness and a healthy work-life balance. We also believe that to be our best selves, we need to be surrounded by people who are positive, supportive, and challenging. We are committed to creating a culture of inclusion and diversity, where everyone feels welcome and valued.

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