Marketing Events Coordinator Ion Europe

Primary Function of Position:

This role provides administrative and logistical support for the organization of regional Ion marketing events & tradeshows in coordination with local marketing and the European marketing events team. Additionally, this position will aid in developing new, localized marketing collaterals, referral management activities and will provide logistical support for demonstration equipment.

Roles and Responsibilities:

Marketing Events

Provides administrative and logistical support for the organization of local and regional events in coordination with the local and EU Marketing Events team:

• Establish booth layout, organize booth set up and dismantling.
• Coordinate demo system booking, delivery and pick up with transportation company for the regional events and congresses.
• Review Exhibitor manual and complete forms accordingly: carpet, furniture, electricity, AV, cleaning & other services.
• Get signatures of required forms from Director of Finance and coordinate with organization.
• Creation of new vendors, process Purchase Orders (POs) and invoicing, for these events.
• Monitor budget and financial follow up for events.
• Organize accommodation of the team when more than 8 team members involved.
• Prepare and send speaker fees agreement and organize their travel & accommodation when applying.
• Select venue and organize logistics for scientific dinner.
• Logistical support for symposium if applicable.
• Support monitoring and long-term planning of events.
• Ensure compliance processes and standards are met.
• Consolidate budget for event activities and submit to Regional Director for review and approval.

Marketing Communication

Marketing Communication Activity:

• Liaison with European/US MarCom team actively involved with MarCom project management. Content support includes, but is not limited to:
  • Marketing collateral to include trade show materials, localize wherever needed.
  • Coordinate regional and local Marketing Projects (US/European/Regional/Country Marketing events, communication tools).
  • Design and adapt when necessary, Marketing tools, process, library, documentation and communication plans in alignment with Regional Commercial Strategic Plans (regional/local product brochures, advertising, survey, promotional event) – coordinate regional rollout.
  • Support creation of new brochures, flyers, save the date and information material and submission for compliance customer facing process through Agile.
  • Support local marketing programs as required.

Mobile Truck System:

• Manage demo system and event calendar for the dedicated region.
• Further develop and optimize floating simulators booking coordination for the dedicated region.
• Coordination of demo products.

Training Coordination

• Coordination of travel for surgeons to and from events local/international.
• Administration of compliance documentation and relevant expenses.
• Travel & expense coordination for all KOLs, proctors & staff to ISI organized events.

Administrative Support

Support with administrative tasks, such as:

• Maintain calendar by scheduling and organizing various meetings, appointments, coordination of providers and travel worldwide for parties involved in these meetings.
• Lead the preparation and full organization of any periodical meeting that involved the Executive and Directors teams.
• Coordinate meetings, events: order food, secure locations and set up, secure equipment resources needed, coordinate hotel and transportation services.
• Assist in preparing and issuing emails & global communications.
• Maintain contact lists.
• Researching and booking travel arrangements.
• Complete expenses report in due time. Various filing and updates.
• As required by the support activity, manage invoices, purchase orders and contracts.