Marketing Events Coordinator

Aquent; Clearwater (FL); On-site; USD 55,000 - 85,000; Full time

Job summary

Aquent is seeking an energetic Event Coordinator with 4-7 years of hands-on experience to join our team. You’ll own end-to-end event logistics, drive retroplanning, venue research, vendor relations, and ensure global consistency across markets.

You’ll shape pre-event promotion, align cross-functional teams (Creative, Digital, Marketing, Education), draft briefs for invitations and collateral, and manage budgets to deliver on-brand experiences for trade shows and live events.

Qualifications

• 4–7 years of hands-on event planning and execution.
• Strong cross-functional communication and vendor negotiation skills.
• Ability to manage multiple timelines and budgets simultaneously.

Responsibilities

• Manage end-to-end event logistics, retroplanning, and vendor contracts.
• Lead pre-event marketing and cross-functional alignment.
• Track budgets and ensure global brand consistency across markets.

Skills

Event coordination

Vendor management

Cross-functional collaboration

Budget tracking

Marketing integration

Job description

Are you an event strategist who sees the big picture and masters the finest details? Do you combine a sharp marketing eye for pre-event promotion strategy with flawless operational execution?

We are seeking an energetic and detail-obsessed Event Coordinator with 4 to 7 years of hands‑on experience to join our team. In this role, you won’t just keep timelines running smoothly—you’ll help shape the buzz before doors open, align multi‑channel promotion strategies with key cross‑functional teams, and ensure global event execution is seamless, on‑brand, and unforgettable.

What You’ll Do

1. End‑to‑End Event Logistics & Retroplanning

Manage Logistics: Drive retroplanning, master timelines, venue research, product/swag ordering, and complete attendance/RSVP management for events and trade shows.

Vendor Relations: Act as the primary point of contact for external partners - production agencies, venues, florists, photographers, A/V technical crews, and entertainment vendors.

2. Pre‑Event Marketing & Cross‑Functional Alignment

Promotional Vision: Bring a strategic marketing lens to pre-event campaigns, working directly with Creative, Digital, Marketing, and Education teams to build excitement and boost attendance.

Creative Briefs: Draft clear, impactful briefs for event invitations, digital collateral, and physical production assets.

Global Cascading: Communicate schedules and updates seamlessly across internal stakeholders and international markets.

3. Budgeting, Tracking & Global Consistency

Financial Ownership: Track event spend, negotiate vendor contracts, open purchase orders, process chargebacks, and maintain budget integrity.

Global Standards: Build tracking processes for international events to spot coverage gaps and craft global guidelines that enforce brand and trade show consistency across all markets.

Who You Are

Experienced: 4-7 years in event planning, execution, and logistics (trade show experience is a huge plus!).

Marketing‑Minded: You understand how pre‑event promotion drives attendance and engagement—you don’t just plan events; you market them.

Unmatched Communicator: Possess exceptional interpersonal skills to negotiate with vendors, brief creative teams, and guide global partners.

Process & Timeline Master: Highly organized, proactive, and thrives when managing multiple complex timelines simultaneously.

Detail‑Obsessed & Adaptable: Keeps all balls in the air without dropping a beat.