Events Administrator

RReports To: Director of Marketing

KUBTEC and Role Overview

Are you highly organized and detail-oriented? Do you enjoy working with people to put on events? Do you want to help improve the lives of cancer patients? If so, the role of Events Administrator at KUBTEC could be a great fit for you!

KUBTEC is a fast-growing medical and scientific imaging company, with a mission to make a life-changing difference for cancer patients. We develop and supply innovative, proprietary, high-quality equipment, software and service that is uniquely proven to help forward-looking clinicians and scientists better understand, prevent, diagnose and treat cancer. Our associates are driven by excellence, and continually strive to reach higher and make an impact, all while doing the right thing and creating social change. Founded in 2005, KUBTEC has been recognized as one of the fastest growing and most innovative medtech companies, and has won the Marcum Tech Top 40 award in the state of Connecticut for the last five years running.

A key part of our marketing strategy across all business lines is to have a strong, well-positioned presence at Industry Trade Shows and Conferences. These events help to increase our product awareness, generate sales leads and engage partners and KOLs. The position of Events Administrator, based at the company headquarters in Stratford, CT, is key to maximizing these opportunities by ensuring smooth execution of each event. The role, when needed, will also support other external and internal company events, and marketing administration activities.

Responsibilities and Duties

Calendar Planning

· Collaborate cross-functionally to align on annual domestic and international trade show plan for both Clinical and Scientific businesses.

· Maintain the overall Tradeshow Calendar and ensure all relevant internal stakeholders are kept informed of the schedule.

· Gather information on proposed trade shows to enable decisions on whether to attend.

· Partner Marketing Director to prepare for cross-functional Tradeshow Planning Meeting,

· With Accounting team, track overall spend for tradeshows, relative to budget.

Execution / Logistics

For each Tradeshow:

· Own the relationship(s) with tradeshow organizer(s).

· Maintain an action item / check list. Ensure all relevant internal stakeholders are informed of any major changes, issues or pending deadlines.

• Complete timely registration, sponsorship application, show service contracting, hotel and associated event reservations, and other such logistics. Manage relevant payments.
• Lead process to select booth location for each tradeshow.
• Ensure Graphic Design team has requirements to define booth layout and select booth furniture and materials.
• Partner with Product Marketers and Graphic Design Team to ensure any new graphics and materials are designed and completed on-time.

· Accountable for management, maintenance and tracking of all tradeshow assets for the tradeshow team.

· Arrange and pack shipping for booth furniture and materials, as well as Demonstration Products.

· Coordinate with Sales, Marketing, and other functions to develop appropriate company attendee list for each Tradeshow, including assignment of any company presentations.

· Send out timely logistics reminders to company and KOL/speaker attendees (such as travel booking, dinner reservations and presentation deadlines). Book group travel when required.

· Ensure rest of Marketing team has the required information to create social media posts regarding upcoming tradeshows, including any spotlights such as presentations, speeches, or awards, so that attendance is promoted accordingly.

· Identify tradeshow-related media spend activities that can aid product launches, campaigns, and other programs.

· Conduct a pre-event meeting to ensure all relevant internal stakeholders are fully prepared.

· Designate a Show Captain who will be accountable for on-site show process from installation through dismantle. Coordinate with Show Captain during show as needed.

· Attend a few Tradeshows (attendance at most Tradeshows is not an expectation for this role).

Follow-Ups and Assessment

For each Tradeshow:

· Conduct a post-event debrief meeting with all relevant internal stakeholders.

· Collate Sales Leads and ensure timely entry into CRM database(s).

· Collate other contacts (such as potential partners) and distribute to relevant internal stakeholders.

· Send out follow-up / evaluation surveys to relevant contacts.

· Measure / track Success Metrics (including ROI) for each Tradeshow.

Other Marketing Activities

· When required, this role will also support:

o Other types of external and internal company events and large meetings.

o Marketing administration items such as collating collateral packs, conducting desk research and maintaining shared files

· Create and assemble marketing materials to support sales efforts including presentation decks, marketing collateral, print and video and promotional items.

· Conduct competitor research and analysis.

· Gather and analyze digital marketing metrics.

· Other responsibilities as required by businesses.

Qualifications, Experience and Skills

• Bachelor’s degree.
• At least 2 years’ experience, ideally with significant trade show event coordination focus.
• Experience working in a dynamic, fast-paced, high-growth environment.
• Healthcare and/or Life Sciences industry experience and/or knowledge a plus.
• Excellent organizational and time-management skills, with outstanding attention to detail.
• Very strong oral and written communication and interpersonal skills.
• A team player with a positive attitude and great ability to build and maintain relationships.
• Great capacity to multi-task. Can prioritize objectives and programs to meet tight deadlines.
• Ability to anticipate and proactively address potential issues and ask the right questions.

· Willing to personally roll up sleeves and get the job done. Self-motivated with strong work ethic.

· Strong creative skills a plus.

· Willing to travel domestically to 2-4 events a year, and occasionally address issues for events that happen to occur during weekends.

Compensation/Benefits

KUBTEC offers a comprehensive and competitive compensation and benefit package.esponsibilities:
- Coordinate and manage all aspects of events, including planning, execution, and follow-up.
- Upsell event packages and services to maximize revenue.
- Develop and manage event budgets, ensuring cost-effective solutions.
- Conduct market research to identify trends and opportunities for event improvement.
- Provide exceptional customer service to clients, addressing their needs and concerns.
- Oversee banquet operations, ensuring smooth execution of events.
- Communicate effectively with team members and vendors to ensure seamless event coordination.
- Maintain a high standard of hospitality and guest services throughout the event.

Qualifications:
- Proven experience in events management, with a strong track record of successful event planning and execution.
- Excellent communication skills, both written and verbal, to effectively interact with clients, team members, and vendors.
- Strong budgeting skills to manage event finances efficiently.
- Knowledge of market trends in the hospitality industry to stay competitive and deliver exceptional events.
- Exceptional customer service skills to provide a memorable experience for clients and guests.
- Ability to work in a fast-paced environment while maintaining attention to detail and meeting deadlines.

We offer competitive compensation packages and opportunities for career growth within our organization. If you are a highly organized individual with a passion for events management and delivering exceptional customer service, we would love to hear from you. Apply now to join our dynamic team as an Administrator.

Job Type: Full-time

Pay: $58,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Stratford, CT 06615: Relocate before starting work (Required)

Work Location: In person