Marketing Events & Admin Coordinator — Hybrid

Beacon Hill Staffing Group; Cambridge (MA); Hybrid; USD 32,000 - 46,000; Full time

Job summary

Beacon Hill Staffing Group in Cambridge, MA is hiring a Marketing Assistant to support a busy marketing team. The role focuses on conference coordination, event logistics, and executive support, with a 9:00 AM - 5:00 PM schedule and a hybrid work arrangement including 3 onsite days per week (potentially up to 5 during peak conferences).

The ideal candidate has 3-5 years of administrative experience, strong organizational and writing skills, and proficiency in MS Office.

Qualifications

• Bachelor's degree preferred
• 3-5 years of administrative experience in a fast-paced professional environment
• Strong conference, event, webinar, or trade show coordination experience
• Excellent organizational, project management, and time management skills
• Strong writing, editing, proofreading, and communication abilities
• Proven ability to manage multiple priorities and meet deadlines
• Experience scheduling meetings and coordinating logistics
• Proficiency with Microsoft Office Suite, Outlook, Excel, and PowerPoint
• Experience processing vendor invoices and tracking expenses
• Strong interpersonal skills with a collaborative approach
• Ability to work onsite a minimum of 3 days per week and up to 5 days when needed
• Ability to lift and transport materials up to 25 lbs
• Experience with Slack, Google Docs/Quip preferred
• Marketing support experience preferred
• Higher education or university experience preferred
• Salesforce and AI tool experience a plus

Responsibilities

• Coordinate logistics for conferences, events, webinars, and professional education programs
• Provide onsite support for events throughout the Cambridge/Boston area
• Manage conference calendars, timelines, project plans, and task lists
• Coordinate with speakers, sponsors, vendors, venues, and internal stakeholders
• Maintain marketing assets, contact lists, and lead data
• Draft, edit, and proofread correspondence, reports, presentations, and meeting materials
• Monitor marketing inboxes and assist with social media responses
• Process invoices, track conference expenses, and assist with budget reconciliation
• Schedule meetings, coordinate travel arrangements, and manage visitor logistics
• Prepare agendas, organize meetings, and take meeting minutes
• Support event preparation and follow-up activities, including transportation of marketing materials
• Handle special projects and other administrative duties as assigned

Skills

Administrative experience

Event coordination

Project management

Strong writing

Communication skills

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Outlook

Excel

PowerPoint

Slack

Google Docs/Quip

Job description

Beacon Hill Staffing Group in Cambridge, MA is hiring a Marketing Assistant to support a busy marketing team. The role focuses on conference coordination, event logistics, and executive support, with a 9:00 AM - 5:00 PM schedule and a hybrid work arrangement including 3 onsite days per week (potentially up to 5 during peak conferences).

The ideal candidate has 3-5 years of administrative experience, strong organizational and writing skills, and proficiency in MS Office.