Marketing Coordinator & Events Lead

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

• HubSpot

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