MARKETING AND CONFERENCE COORDINATOR

H. Lee Moffitt Cancer Center & Research Institute - Tampa, FL

Full-time

Tampa, FL

Professional, Scientific, and Technical Services

About the position

The Marketing & Conference Coordinator is responsible for planning, organizing, and executing marketing campaigns and conferences within the Innovation & Entrepreneurship Office at H. Lee Moffitt Cancer Center. This role involves leading the planning and execution of significant events such as the Business of Biotech Conference and CancerX Accelerator Moffitt Day, ensuring seamless coordination and exceptional attendee experiences. The coordinator will also collaborate with internal teams to implement marketing strategies that enhance engagement with potential affiliates.

Responsibilities

• Plan, organize, and execute conferences, seminars, workshops, and other events.
• Coordinate all event logistics, including venue selection, catering, transportation, and accommodations.
• Develop and manage event budgets, ensuring cost-effectiveness and adherence to financial constraints.
• Create detailed event timelines and schedules to ensure smooth execution.
• Liaise with speakers, vendors, and sponsors to secure participation and support.
• Develop and implement marketing strategies to promote conferences and events.
• Create promotional materials, including brochures, emails, social media content, and website updates.
• Manage social media accounts and engage with the online community to build event awareness.
• Coordinate with the design team to produce high-quality marketing collateral.
• Monitor and analyze the effectiveness of marketing campaigns, providing recommendations for improvement.
• Communicate with internal and external stakeholders to ensure alignment on event goals and objectives.
• Build and maintain relationships with key partners, sponsors, and industry professionals.
• Handle attendee inquiries and provide exceptional customer service.
• Manage registration processes, including attendee tracking, payment processing, and badge distribution.
• Oversee on-site event operations, including setup, tear down, and troubleshooting.
• Ensure compliance with health and safety regulations and protocols.
• Conduct post-event evaluations to gather feedback and measure success.
• Prepare detailed event reports, including attendee statistics, financial summaries, and lessons learned.
• Follow up with attendees, sponsors, and partners to maintain engagement and foster future collaboration.
• Identify target goals for improvement and/or growth year over year.

Requirements

• Bachelor's Degree within Marketing, Event Management, Communications, or a related field.
• Minimum (4) years experience in event planning, marketing, or a related role, managing the logistics of high-leverage high-profile events, trade shows or marketing campaigns involved senior management.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and event management software.
• Willingness to travel and work flexible hours as required.
• Knowledge of CRM systems and marketing automation tools.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Familiarity with social media platforms and digital marketing tools.
• Ability to work under pressure and meet tight deadlines.
• Strong attention to detail and problem-solving abilities.

Nice-to-haves

• Master's Degree within relevant field.
• Experience with graphic design software (e.g., Adobe Creative Suite).
• Previous experience in the health care, medical research, or pharmaceutical sectors.