Responsible for planning, organizing, and executing promotional events to support WuXi’s Business Development goals. Primary duties include coordinating logistics, securing venues, managing budgets, and working closely with the vendors and internal BD team to ensure event success. Will also promote events through various channels, handle attendee registrations and gather post-event feedback for performance analysis. Strong organizational skills, attention to detail, and effective communication are essential in this role to ensure events run smoothly and align with the overall marketing strategy.
• Assist WuXi Biology Business Development team in meeting company objectives and KPI’s for conferences and events.
• Manage conference logistics, including event registration/sign-ups, attendee registrations, and hotel information.
• Develop and manage event timelines for presentations and posters, communicating deadlines and requirements to key stakeholders. Share presentation details (e.g., slides or posters) with attendees.
• Work with the team to print conference materials including marketing collateral, banners, and business cards in a timely manner.
• Organize pre-conference and post-conference meetings.
• Prepare and ship on-site conference materials including literature, banners/backdrops, tablecloths, giveaways, return shipping labels, etc.
• Support BD through sending emails to conference attendees through various portals.
• Help with Lunch-and-Learn events, and ordering food and drinks.
• Help with lead uploads into Sales Force.
• Help with hotel bookings and team meetings.
• Ensures events are successful and meet the objectives set by the organization.
• Proactively works to optimize the tracking and recording of business opportunities and progress towards KPIs.
• This position may require travel by airplane and/or car up to 30 % of the year
• Coordinate sponsorships, booths, exhibits, and trade shows, and schedule attendees.
• Collaborate across departments to align event objectives and stakeholder interests.
• Research and engage external support, like caterers as needed.
• Administer daily event logistics: order placement, budget tracking, vendor monitoring, travel coordination, attendee facilitation, registration oversight, and issue resolution.
• Planning and hosting industry events and attending events on behalf of the company.
• Supervise and coordinate with event contractors.
• Onsite execution of events including but not limited to supervising and coordinating.
• Lead post-event reporting and recapping, and update reporting documents on a continuous basis.
• Process event invoices/expenses and reconcile status with finance to ensure vendors are paid in a timely manner.
• Monitor and evaluate project/process activity and report on projects or issues to the leadership team.
• Min of bachelor’s degree in science.
• 3-5 years of experience in Event or Trade Show Coordination, encompassing both in-person and virtual events.
• Expertise in Office 365, with a strong emphasis on PowerPoint and Excel.
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Knowledge / Skills / Abilities:
• Communication: Excellent written and verbal communication skills to craft clear messaging and collaborate with the teams.
• Project Management: Ability to manage timelines, tasks and resources for multiple campaigns and events.
• Creativity: Skill in generating fresh engaging ideas for marketing promotions and content.
• Digital Marketing: Proficiency in online marketing tools.
• Data Analysis: Ability to interpret marketing data and analytics to optimize campaigns and report on success.
• Attention to Detail: Ensures accuracy in marketing materials and coordinates event logistics seamlessly.
• Multitasking: Capable of handling various tasks and projects simultaneously while staying organized.
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An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.
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This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job-related duties as requested by Management.