Parexel has an exciting opportunity available to join our Marketing function as an Events Coordinator! The Events Coordinator performs a range of tactical, logistical, and administrative duties to support Parexel’s global conference and events programs. This role is deeply involved in the planning, execution, on-site coordination, measurement, and continuous improvement of Parexel's participation in industry and proprietary events. There will be travel associated with the position in order to attend planned events and to coordinate varying on-site needs with Parexel colleagues, customers, vendors, and conference producers.
Coordinate the marketing, planning, and logistics of trade shows and events, with an emphasis on those taking place in Europe
Manage event timelines and technical requirements received from conference organizers
Evaluate booth requirements and coordinate exhibit property logistics and maintenance
Assist the marketing team in determining the strategic importance of each event, its specific focus/program/agenda, and the attendees i.e., customers, influencers, competitors, etc.
Ensure a high-quality presence at each trade show by overseeing the production of in-person or virtual exhibits in collaboration with third-party booth vendors, following established guidelines and processes
Work with the marketing team to research and identify new event opportunities and provide recommendations
Manage the inventory of promotional products used specifically at events
Manage internal group hotel bookings
Support the contract review and management process
Support financial and payment arrangements for events, including vendor setup, purchase orders (POs), and virtual credit card payments
Manage the event budget
Manage payment of event-related invoices within the approved budget, following the event purchasing process, resolving vendor inquiries, and tracking expenses
Support the development of event promotions, internal communications and social media plans
Ensure corporate platforms are updated with current event information
Manage internal badge registration
Assist in venue research for potential auxiliary events
Assist in coordination with F&B, branding, and planning for potential auxiliary events
Support live events with onsite project management
Conduct post-show analysis along with managing lead distribution and follow-up
Help maintain a pre and post-event briefing document
Possess a solid understanding of event best practices and emerging trends
Demonstrate strong interpersonal and communication skills
Show passion, high energy, and a results-oriented mindset, with the ability to thrive in a fast-paced, demanding environment with evolving priorities
Display proactive initiative, high work standards, attention to detail and accuracy, professionalism, and project management capabilities
Adopt a client-focused approach, maintaining a patient and professional demeanor with a positive attitude under pressure
Be willing to travel up to 30% of the time as required for live/in-person events, suggested site visits, etc.
