JMT Staffing Solutions is partnering with a biotech company in Waltham, MA to hire a Marketing Coordinator & Events Lead to oversee major conferences and help build toward full-stack marketing leadership. This hybrid role combines exhibit floor management, vendor coordination, webinar execution, and HubSpot-based lead capture and routing.
Role Overview
You will manage 8 to 10 major conferences and additional regional shows on an annual calendar. The position covers end-to-end event and booth operations, from budgeting and exhibit space negotiations to on-site logistics, printed materials and swag inventory, and post-event lead ingestion and segmentation within HubSpot. You will also own webinar registration, promotion, coordination, live setup and rehearsals, and post-webinar follow-up and nurture.
Key Responsibilities
- Own the annual events calendar, including 8-10 major conferences plus other smaller regional shows.
- Track and manage the event budget, monitoring spend against plan across the year.
- Negotiate exhibit space fees, sponsorship packages, and added-value placements with event organizers.
- Coordinate show-floor vendor orders and deadlines, including drayage, electrical, internet, lead retrieval, and furnishings; monitor exhibitor manual timelines.
- Source and manage external vendors such as exhibit houses, freight providers, printers, and promotional or swag suppliers.
- Provide an annual recommendation to leadership on which shows to keep, add, or drop.
- Lead day-of exhibit floor operations, including on-site schedules, booth staffing rotations, and logistical execution.
- Develop pre-event briefing packets covering target accounts, key messaging, and product talking points.
- Train and prepare booth staff (sales reps, executives, and scientists) on messaging, qualifying questions, lead capture, and booth etiquette.
- Staff the booth at major conferences, engaging attendees, presenting a credible portfolio overview, and handing off high-value conversations to sales.
- Own exhibit booth assets end-to-end, including maintenance, inventory management, shipping and receiving, setup, and take-down.
- Manage printed materials and promotional swag from ordering through on-site distribution.
- Own lead-capture devices and apps, ensuring clean and complete data collection at each event.
- Own webinar registration, promotion, coordination, and follow-up.
- Run technical setups and speaker rehearsals to support seamless live presentations.
- Drive registration and attendance; manage the promotional calendar and post-webinar nurture sequences.
- Own post-event lead ingestion in HubSpot, including de-duplication, cleaning, and segmentation.
- Qualify inbound marketing leads from events, webinars, and campaigns, then route them to the appropriate sales representative.
- Measure event performance using key metrics such as cost-per-lead, leads captured, and pipeline influenced.
- Deliver post-event readouts to leadership with financial return visibility and recommendations for future participation.
Required Qualifications
- 2-5 years of event marketing experience, ideally in a B2B and/or life sciences environment.
- Demonstrated experience running a trade show booth autonomously, with responsibility for booth execution rather than only assisting.
- Comfort owning a budget and negotiating with vendors and event organizers.
- Working familiarity with HubSpot or a comparable CRM and marketing automation platform.
- A solid foundation in at least one other marketing discipline (content, digital, product marketing, ops, or brand) and interest in deepening it.
- B.S. in a life science or marketing discipline.
- Ability to hold credible conversations about life-science research and explain a technical product portfolio to a scientific audience (portfolio-specific training provided).
- Outgoing, confident, and comfortable initiating conversations on a busy show floor, with strong verbal and written communication.
- Exceptional organization and the ability to manage several multi-flight events simultaneously without missing details.
- Life Sciences/Biotech industry experience is required.
- Preferred experience with events and exhibits in the life sciences or biotech space.
Tools & Technologies
Location & Work Arrangement
Waltham, MA (hybrid). Work location includes in-person presence.
Compensation
USD 75,000 - 90,000 per year
Education
B.S. in a life science or marketing discipline.
Experience Requirements
- Life Sciences/Biotech: 2 years (Required)
- Events/Exhibits: 2 years (Required)
Benefits
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
