Events Marketing Specialist - Marketing & Comm (Hybrid - Greater Chicago)

Events Marketing Specialist - Marketing & Comm (U.S. Remote)

Position Overview

The Events Marketing Specialist oversees planning, logistics, and execution of tradeshows, open houses, customer engagements, and more. Ensures high-quality customer experiences and supports performance tracking and reporting across events.

Location Requirements: Applicants must be within driving distance of the NWS Warehouse location (801 Blackhawk Dr Westmont, IL 60559)

Salary Range: $60,000 - $80,000 (USD)

Key Responsibilities

Event Planning & Logistics

• Manage shipping, setup, breakdown, booth coordination, and onsite logistics.
• Oversee logistics for all events including venue selection, vendor relations, booth design, and operational planning.
• Prepare event schedules, staffing plans, and equipment lists.
• Coordinate photography, recap documentation, and promotional materials.

Cross-Functional Collaboration

• Collaborate with Digital Marketing in event promotion and follow-up messaging.
• Collaborate with Channel Marketing for vendor-supported campaigns.

Performance Tracking

• Collect and record lead data, event analytics, and attendee engagement.
• Prepare post-event summaries, including insights and recommendations, alongside Events Marketing Manager.
• Support ROI assessment and efficiency improvements.

Qualifications

Education & Experience

• Bachelor's degree in Marketing, Communications, Event Management, Business, or related field.
• 4+ years of experience in event planning, tradeshow coordination, experiential marketing, or field marketing support.
• Proven experience managing logistics for multiple concurrent events, including shipping, booth setup, travel arrangements, and vendor coordination.
• Experience supporting promotional activities, content preparation, and pre/post-event communication.
• Familiarity with CRM and lead capture tools (e.g., Salesforce, HubSpot) for recording attendee data and tracking follow-up.
• Experience preparing event summaries, recaps, and performance reports.
• Comfort working with cross-functional teams-including Digital Marketing, Channel/Vendor teams, Sales, and Operations.
• Ability and willingness to travel up to 50%, including nights and weekends as needed.

Technical Skills

• Proficiency with event coordination tools or project management platforms (e.g., Front, Asana, Monday.com, Trello).
• Basic skills in using marketing automation or email platforms for event promotion.
• Ability to understand or interpret event analytics dashboards (traffic, leads, engagement metrics).
• Strong proficiency with Microsoft Office/Google Workspace, especially Excel/Sheets and PowerPoint/Slides.
• Basic familiarity with creative/design review (signage, print materials, banners) is a plus.

Additional Requirements

• Candidates must support a high volume of shows annually, with peak season occurring February through June.
• Remote work flexibility varies based on travel schedule and active shipment workload.
• Remote frequency may fluctuate-some weeks may involve no remote days, others one, and others up to three per week, depending on operational needs.
• Roles includes up to 50% travel during peak event season; all corresponding travel expenses are company‑paid.
• Ability and willingness to travel up to 50%, including nights and weekends as needed

Key Competencies

Event Logistics & Execution

• Strong operational and organizational skills to manage shipping, booth setup, equipment, and on-site needs.
• Detail-oriented with the ability to execute error-free event logistics and maintain accuracy under tight timelines.
• Skilled at coordinating venues, vendors, materials, and staffing to ensure smooth event delivery.

Planning & Project Management

• Strong ability to juggle multiple events, deadlines, and teams simultaneously.
• Excellent time management skills with a focus on preparation, checklists, and proactive issue resolution.
• Effective at anticipating risks and solving challenges before and during events.

Cross-Functional Collaboration

• Works well across Marketing, Channel/Vendor teams, and Sales to deliver cohesive event experiences.
• Strong communicator capable of aligning stakeholders and ensuring event materials, messaging, and staffing are on track.
• Cooperative and dependable contributor to event promotion and follow-up activities.

Communication & Customer Experience

• Professional, polished communication skills for interacting with attendees, vendors, and internal teams.
• Ability to ensure events reflect high-quality brand standards and deliver a positive customer experience.
• Skilled at capturing and communicating event highlights, photography needs, and recap materials.

Analytical & Results-Oriented

• Can track and interpret event metrics including leads, engagement, and cost efficiency.
• Able to produce clear post-event summaries with insights and recommendations.
• Supports ROI assessment by maintaining accurate lead data and logistics documentation.

Adaptability & Problem-Solving

• Comfortable working in fast-paced environments and adapting to last-minute changes.
• Resourceful and solutions-oriented during onsite execution, especially when unexpected issues arise.
• Resilient and able to operate effectively during heavy travel periods or tight schedules.

Brand & Quality Orientation

• Ensures booth design, signage, materials, and event execution align with brand standards.
• Maintains a high standard of professionalism and attention to detail in all event touchpoints.

Key Performance Indicators (KPIs)

• On-Time Logistics Execution: % of error-free event logistics.
• Lead Capture Accuracy: % of clean, complete data submissions.
• Event Cost Efficiency: % of events executed within projected budgets.
• Staff Readiness Score: Post-event survey feedback from participating teams.

Hard Skills

Event & Trade Show Management

• Supporting with the end-to-end trade show planning
• Booth logistics coordination
• Manage post-show follow ups with vendor sponsorships
• Purchase order/Co-op Funding/Sponsorship tracking approvals
  • Tracking checklists are on SharePoint Sheets format
• Demo shipment coordination and scheduling with warehouse and vendors

Project Management

• Creating timelines and workback schedules
• Task tracking systems (Microsoft SharePoint, Trello, HubSpot)
• Support in running event planning meetings with management
• Managing multiple events simultaneously

Logistics & Operations

• Shipping coordination with the warehouse management
  • Skids, freight, courier, etc
    • They pack the skids and manage the inventory on it
    • They fill out the Bill of Lading and freight documents during the show. They share this information with the warehouse manager for pickup logistics after the show
    • They keep communication with the warehouse manager for courier tracking (Sometimes we have shows so close together that they need to make sure the skid went from one show to the next promptly)
• Vendor shipping documentation and BOL familiarity
• Warehouse coordination and packing lists
• Lead retrieval device setup and management
  • We have phones solely for lead retrieval app management. They will need to install the apps and manage the lead lists post-show.

Communication & Documentation Tools

• Experience using Excel, PowerPoint, and Google SharePoint (inventory trackers, attendee lists, budgets)
• Experience with Adobe Suite
  • Specifically, Photoshop and Illustrator
• Calendar management
  • We use Outlook
• CRM or Lead Management Systems
  • We work with HubSpot
• Writing professional summary emails and briefs

Marketing & Branding Knowledge

• Booth layout organizing
• Giveaways and promotional item sourcing
• Basic graphic design knowledge in Adobe Suite
  • Specifically, Photoshop and Illustrator
• Photography and content organization
  • They would need to take photos during the event

Soft Skills

Organization and Time Management

• Ability to juggle multiple moving parts
  • Has a format/process/app in which they organize their task load
• Strong attention to detail
• Maintaining clean trackers and documentation

Communication

• Writing summaries after meetings
• Public speaking
  • Lots of connecting with vendors and internal leaders
• Ability to translate complex logistics into simple updates for the sales team and warehouse team
• Communicate with the team when they need help

Problem Solving

• Ability to focus on problem solving first during a crisis
• Quick decision-making under pressure

Relationship Management

• Building rapport with vendors
  • Online via email communication/meeting and on-site at shows
• Coordinating with warehouse teams
• Aligning with sales, PLMs, and leadership

Adaptability & Calm Under Pressure

• Being adaptable for sales team needs and trade show needs during shows and whilst planning

Ownership & Accountability

• Treating events as "their project"
• Following through tasks without constant supervision
• Ability to reach out for help before a crisis

Team Collaboration

• Working cross-functionally
• Respecting warehouse timelines