Events Marketing Coordinator Contractor

Paragonix Technologies is a rapidly growing medical device manufacturer which designs, manufactures, and sells organ transplant transport devices. Our dynamic team is committed to improving the lives of transplant patients by providing advanced technologies to ensure optimal preservation for donor organs on the journey to their ultimate recipients. Paragonix also markets services to the transplant community. Our primary offices are located in Waltham, MA.

Position Overview:

We are seeking a dynamic and detail-oriented Events Marketing Coordinator to join our marketing team. In this role, you will support the planning and execution of tradeshows and events that align with our marketing goals, drive brand awareness, and engage our target audience. The ideal candidate is a highly organized, proactive, and excels at multitasking in a fast-paced environment. The Events Marketing Coordinator will report to the Senior Events Marketing Specialist, providing essential operational support to ensure successful execution of events. Paragonix is an agile and fast-growing medical device organization, and the ideal candidate would have experience in marketing or the tradeshow industry, a strong desire to learn and take on new challenges and take on various responsibilities based on the organization’s goals. The Events Marketing Coordinator is responsible working with the Senior Events Marketing Specialist to ensure smooth event operations through meticulous scheduling, vendor coordination, and logistical support.

 Primary responsibilities/authority will include:

• Administrative & Logistical Support
  • Assist in the planning and scheduling of events, maintaining event calendars and timelines.
  • Handle venue bookings, vendor contracts, and supplier coordination.
  • Maintain and update operational expenses from budgeting, forecasting, invoicing, and closing out each of the events.
  • Prepare event materials, including registration lists, name badges, and agendas.
  • Coordinate shipments of materials, promotional items, and event setups.

• Communication, Coordination, & Teamwork
  • Work closely with internal teams, including marketing, sales, and operations, to ensure event success.
  • Serve as the point of contact for vendors, venues, and event partners.
  • Respond to inquiries from attendees, speakers, and stakeholders.
  • Maintain clear and organized documentation for all event-related activities.
  • Support internal teams with event-related updates and communications.

• Event Execution & On-Site Support
  • Coordinate and track multiple projects simultaneously.
  • Assist with onsite management of large industry events including event setup, managing the on-site show team, registration, and logistical arrangements.
  • Ensure all necessary permits, insurance, and compliance requirements are met.
  • Troubleshoot issues that arise during events and provide administrative support as needed.

• Post-Event Reporting & Documentation
  • Collect and organize attendee feedback and event evaluations.
  • Maintain event reports, tracking attendance, expenses, and key metrics.
  • Assist in post-event debriefs to identify areas for improvement.

Required Qualifications:

• Bachelor’s degree with a minimum of 1-2 years of relevant experience
• Strong communication, project management and prioritization skills
• Collaborative and team-oriented with excellent oral and written communications skills
• Previous experience in event coordination, administration, or office support preferred.
• Strong organizational and multitasking skills with a keen eye for detail.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and event management software (ExhibitDay, Hubspot).
• Ability to manage multiple tasks and meet deadlines.
• Flexibility to work occasional evenings or weekends for event support.

Other Requirements:

• Location: In Office
• Must be willing to travel domestic and/or internationally approximately 15%-20% of the time
• Must be able to lift up to 40 lbs. as part of event logistics and setup.
• Flexibility to work occasional evenings or weekends for event support.