Marketing Event Coordinator

We are a U.S.-based medical billing and healthcare support services company with a dedicated marketing division focused on driving brand growth through events, communications, and strategic outreach. Our marketing team manages multiple tradeshows and conventions across the United States each year to connect with healthcare professionals and showcase our services.

We are seeking a highly organized and proactive Marketing Event Coordinator based in India to support our U.S. marketing operations. This role is critical to ensuring that all aspects of our tradeshows and events are executed seamlessly and on schedule.

The Marketing Event Coordinator will be responsible for organizing, tracking, and coordinating logistics for all marketing events and tradeshows. This includes managing event data, coordinating registrations, overseeing marketing collateral and shipments, and ensuring deadlines are consistently met.

The ideal candidate is detail-oriented, an excellent communicator, and capable of managing multiple priorities in a fast-paced, deadline-driven environment.

• Maintain detailed and accurate records of all tradeshows and events, including dates, registration details, deadlines, and logistics, in spreadsheets and ClickUp.
• Review and interpret event prospectus documents to extract relevant information such as shipping details, setup instructions, and submission deadlines.
• Register company representatives for tradeshows and ensure all event requirements are fulfilled.
• Coordinate with the U.S.-based Event Coordinator to oversee production, ordering, and shipping of marketing collateral, printed materials, and promotional items.
• Collaborate with internal design teams and external vendors to ensure on-time production and delivery of event materials.
• Monitor task completion timelines to ensure all event deliverables are achieved ahead of schedule.
• Track and document event expenses, shipments, and inventory accurately.
• Communicate regularly with the U.S. marketing team to provide updates on event status, logistics, and deadlines.
• Support post-event reporting and follow-up activities as needed.
• Bachelor’s degree in Marketing, Communications, Business Administration, or a related field (preferred).
• Minimum 2 years of experience in event coordination, marketing operations, or project management, preferably in support of U.S.-based teams or clients.
• Strong organizational skills with excellent attention to detail and ability to manage multiple projects simultaneously.
• Excellent English communication skills (written and verbal).
• Proficiency in Microsoft Excel / Google Sheets and experience with ClickUp or other project management software.
• Self-starter with the ability to work independently and take ownership of responsibilities.
• Proven ability to meet deadlines in a fast-paced and dynamic environment.
• Experience coordinating international shipping or logistics.
• Understanding of print production, marketing collateral management, or vendor coordination.
• Familiarity with healthcare or medical industry marketing is a plus.

This position requires regular collaboration with the U.S. marketing team. Candidates must be available to work during U.S. business hours, with flexibility to align with time zones ranging from Eastern Standard Time (EST) to Pacific Standard Time (PST).

Opportunities for growth and career advancement within a leading medical billing organization.