Event and Marketing Coordinator

The Event and Marketing Coordinator plays a key role in supporting the execution of high-impact events and integrated marketing initiatives to promote the value and services of Medical Alley. This role works closely with the Director of Events and the Marketing Manager to help plan, promote, and deliver exceptional experiences aligned with organizational goals. From managing timelines and communications to supporting design and outreach efforts, the coordinator brings structure, energy, and attention to detail to every project, while staying true to the Medical Alley brand and industry position.

As part of a cohesive team, you may take on additional tasks that support our mission and shared goals.

• Assist in planning and executing internal and external events, including conferences, webinars, networking receptions, and sponsored programs.
• Support speaker and vendor communications and scheduling to include assisting in coordinating speaker prep calls for both in-person events and webinars.
• Coordinate pre-event materials, name badges, signage, and supplies.
• Support venue research, vendor coordination, logistics planning, and event registration processes.
• Maintain event calendars, timelines, budgets, and checklists to ensure smooth execution.
• Coordinate with internal stakeholders and external partners to deliver aligned and successful events.
• Assist with on-site event support and coordination when applicable.

• Build and manage event registration pages via Swoogo.
• Maintain accurate RSVP lists and communicate confirmations and reminders to attendees.
• Provide registration support during events including check-in and attendee troubleshooting.

• Help with room setup, signage placement, guest check-in, and liaising with vendors.
• Capture photos and behind-the-scenes moments for post-event sharing.

• Help collect and analyze feedback from attendees.
• Maintain event data for reports and future planning.
• Coordinate thank-you messages for speakers and key participants.

• Coordinate scheduling and logistics for webinars, virtual programming, and podcast recordings.
• Manage webinar platform setup, registration workflows, reminder emails, and post-event follow-ups.
• Coordinate speaker outreach, calendar scheduling, technical run-throughs, and production timelines for digital events.
• Assist in developing promotional campaigns for webinars, podcasts, and virtual programs across email, social, and web channels.
• Draft and schedule digital communications, including promotional emails, landing page copy, social media posts, and event reminders.
• Collaborate with Marketing Manager to create integrated campaign timelines for digital and in-person events.
• Support podcast guest coordination, recording schedules, content publishing timelines, and cross-channel promotion.
• Track and report on digital event performance metrics (attendance, engagement, downloads, conversions).
• Maintain and update digital marketing assets, content calendars, and audience databases.

• Collaborate with the Design and Marketing Manager to create and schedule content across digital channels (email, web, social media, etc.).
• Help draft event communications, promotional copy, and audience engagement materials.
• Monitor campaign results and compile performance metrics for analysis and reporting.
• Support the preparation of marketing collateral and branded materials for events.
• Collaborate with the marketing team to develop and schedule social media posts for upcoming events.
• Create content (photos, stories, recaps) during events for real-time engagement.
• Assist in writing and proofreading event communications and post-event summaries.
• Assist in maintaining and updating marketing databases, image libraries, and digital assets.

• Bachelor’s degree in marketing, communications, hospitality, or related field preferred.
• 2–4 years of experience in event planning, marketing coordination, digital communications, or related field (applicable internships considered as experience).
• Experience supporting webinars, podcasts, or digital programming strongly preferred.
• Strong organizational skills with the ability to manage multiple projects and deadlines.
• Excellent written and verbal communication skills.
• Familiarity with marketing and CRM platforms (e.g., Hub Spot and Swoogo) a plus.
• Experience with webinar platforms and virtual event tools preferred.
• Team-oriented, proactive, and detail-focused with a creative mindset.
• Ability to work occasional evenings or weekends for event execution.
• Full-time, Exempt employee. This position is in the Twin Cities of Minneapolis-St. Paul, MN. Hybrid schedule with required in-office days on Tuesday, Wednesday, and Thursday.
• Competitive benefits package that includes medical, life and disability coverage with many optional programs, 401k, PTO program plus thirteen paid holidays.
• Must have reliable…