Marketing Events Coordinator

About Hireology

Hireology is the leading hiring and talent management platform built for multi-location businesses. We help automotive dealerships healthcare and senior living organizations and hospitality and franchise operators build their best teams faster. Our events program is a core part of how we show up in market and were looking for an experienced Events Coordinator to own it.

About the Role

Were looking for a contract Marketing Events Coordinator to own end-to-end logistics and execution for Hireologys external event program spanning trade shows industry conferences sponsorships hosted dinners leadership exchanges and company events.

This is a high-volume detail-heavy execution-first role but its not just logistics. The best person for this role thinks about how every touchpoint feels to the people experiencing it from the moment they receive a calendar hold to the moment they leave an event. Youll serve as the connective tissue across Marketing Sales Business Development Customer Success and RevOps keeping every stakeholder informed every shipment on track and every event crafted with role reports directly to Anil Harjani CRO.

What Youll Own

Event Logistics & Execution

• Manage end-to-end logistics for all external events across Hireologys three primary verticals: Senior Living/Long-Term Care Hospitality and Automotive
• Coordinate booth and exhibitor logistics for trade shows including registration exhibitor services portals electricity/WiFi/furnishings orders lead retrieval devices and advance shipping via FedEx
• Manage venue sourcing catering AV and on-site logistics for hosted events (dinners happy hours leadership exchanges experiences)
• Coordinate sponsorship deliverables including logo files company descriptions and branded materials per show requirements
• Handle all logistics for virtual/webinar events: speaker coordination deck submission tech testing and post-event follow-up

Experience Design

• Think beyond logistics to how each event actually feels for attendees prospects customers and the internal team representing Hireology
• Sweat the details that others miss: the right swag for the right audience a well-timed communication that sets expectations clearly a hosted dinner that feels curated rather than routine
• Ensure Hireology shows up consistently and professionally across every event format and vertical from flagship trade shows like NADA to intimate leadership exchanges
• Bring a point of view on what elevates an event from transactional to memorable and advocate for those details when building event plans

Internal Staffing & Communication

• Identify and confirm internal event staffing across BD Sales CS and executive teams
• Book and confirm hotel reservations for all attending team members; ensure each attendee has what they need well in advance of travel
• Send detailed calendar holds for all events with full itineraries embedded in the invite and make sure those communications are clear complete and well-timed
• Partner with Marketing on content readiness ensuring decks collateral and creative assets are finalized ahead of event deadlines
• Coordinate speaker prep: schedule prep calls submit bios/headshots/decks to organizers by their deadlines

Project Management & Tracking

• Build and maintain a dedicated project board for every event tracking all to-dos confirmations receipts and documentation in one place
• Maintain the master events calendar and begin logging future-year renewal dates as they come in post-event
• Track and reconcile event budget line items against the approved budget; flag variances proactively; route invoices and expenses through appropriate channels

Post-Event Operations

• Export lead lists from lead retrieval systems and deliver to the appropriate BD contacts post-show
• Set up Salesforce campaigns for each event; coordinate lead list submission with the RevOps/ops team
• Complete post-event insights forms with attendance data lead quality assessment and follow-up actions
• Capture logistics and experience learnings and apply them to future event planning

Ongoing Programs

• Manage the Customer Loyalty Lab Coat Program: review monthly order submissions from CS place orders with the vendor and ensure timely delivery to recipients

What Were Looking For

• 3 years of experience in event coordination event operations or a logistics-heavy marketing role B2B or trade show experience strongly preferred
• Proven ability to manage multiple simultaneous events across different stages of planning without dropping details
• An eye for experience design you notice what makes an event feel polished and you advocate for getting those details right
• Strong project management instincts you build the checklist before anyone asks and you document everything
• Experience coordinating travel logistics (hotels flights ground transport) for teams
• Skilled cross-functional communicator comfortable working across Sales BD CS and executive stakeholders; your briefs are clear complete and sent early
• Familiarity with Salesforce and HubSpot preferred
• Experience with FedEx advance shipping and vendor/exhibitor portal management a plus
• Based in Chicago; able to work from our office and travel up to 15% of the time

What Makes This a Fit

Youre the person who books the hotel before anyone thinks to ask and then wonders whether the room block is at the right property. You follow up you confirm you build the tracker and you send the reminder. But you also care about whether the dinner felt right whether the swag was worth keeping and whether attendees walked away with a good impression of Hireology. You dont need hand-holding you need context access and trust and youll take it from there.

Location

• Downtown Chicago office
• Up to 15% travel required.

Contract Duration

• 3-6 month contract

Compensation:

• $35.00-40.00 (Hourly Rate)

Hireology is committed to equal employment opportunities regardless of race color genetic information creed religion sex sexual orientation gender identity national origin age marital status disability status or protected veteran status or any other category protected under the law. All employment decisions are solely based on business needs job requirements and individual qualifications. We support an inclusive workplace where Hireologists excel based on personal merit qualifications experience ability and job performance.