Marketing and Events Coordinator

Pittsburgh, PA
Full Time
Experienced

Marketing & Events Coordinator, Innovation Works

Responsibilities

Company Overview

 

The Communications Department of Innovation Works develops and manages the first experiences for stakeholders to get to know IW, what the organization does, for whom, and the impact this has on the community of Southwest PA. The Communications Department creates an overlapping, related system of web content, special events, newsletters, social media campaigns, blogs, partnerships and media outreach that enhance the organization’s brand in real time and online and build stakeholders’ relationships for potential, mutual support.  The Communications Department maintains relationships with the entire startup ecosystem of entrepreneurs, investors, universities, elected officials, fellow economic development organizations, and many others in the community who support the inclusive innovation ecosystem. The department establishes and promotes Innovation Works as the central force nurturing and growing the regional startup ecosystem and contributes to the Pittsburgh region’s identity as a tech hub with momentum, where all are included and welcome.

 

Responsibilities:

  • Assist in the coordination of all aspects of and logistics for events of various scale and scope, both on- and off-site.  Events may be in person, virtual, and/or hybrid (in-person plus virtual). Duties include, but are not limited to, securing the right space, catering, managing registration/RSVP process, maintaining proper contracts, creating the right atmosphere to achieve goals, and overseeing logistical details.  Events need to be engaging and support departmental and organizational goals to reach stakeholders, educate entrepreneurs and the community, provide unique content and foster community within the service area of IW.
  • Serve as main point of contact for external partners hosting events at one of IW's office locations
  • Maintain Internal IW event calendar with guidance from management teams; make IW team aware of relevant partner events in the community and manage IW participation when appropriate
  • With Communications Coordinator, develops marketing materials to promote events and other related content
  • Develop agenda and run of show, assist in advising speakers/panelists, and create materials for events
  • Advise and consult with IW leadership and project staff to manage expenses and work within established budgets and legal guidelines.
  • Assist with event planning for strategic projects including UpPrize, Startable, AI/Robotics Fair; co-develop and manage events with IW Coordinators or other staff for Showcases, launches and other projects
  • Make effective use of computer-based scheduling, registration, invitation systems and online event presentation software; keep abreast of new applications and assess for use.
  • To the degree possible, ensure flawless execution of events; facilitate post-event logistics evaluation and implement changes to processes and procedures as needed.
  • Execute professional responsibilities with sound judgment, sensitivity to the needs of others, emotional maturity, integrity, and accountability.
  • Oversee purchasing process with Accounting department and coordinate with other departments for shared policies and procedures (obtaining legal agreements, space usage agreements, etc.)
  • Ensure DE&I standards are included throughout every step of the event planning process 
  • Perform departmental administrative tasks as necessary
  • Role will include virtual as well as on-site event management some evenings, early mornings, and a handful of weekends throughout the year


Skills
 

  • Experience with managing venue and catering contracts, refreshment set-ups, lighting and A/V services, photography, videography
  • Experience livestreaming and conducting on-line events
  • Experience with Pardot, Salesforce, ClickUp, Asana, Canva, Zoom or other software to create materials, manage lists and distribute marketing materials, project management oversight, and online meetings delivery
  • Ability to function in a work environment which includes moderate noise level and multiple locations
  • Creativity and ability to develop different events for different purposes, audiences, and budget levels
  • Good interpersonal and teamwork skills with a friendly personality. Ability to develop and maintain excellent rapport, cooperation and courteous relationships with Communications team, coworkers, portfolio company CEOs, media outlets, government officials, partner organizations, and the general public

 

Complete other duties and projects as assigned.

This is a full-time position.

Currently we are in a hybrid model (two days in the office) All staff are vaccinated.

 

 

 

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