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AI Summary
The role manages the operational and logistical backbone of the company's events portfolio, ranging from executive dinners to flagship sponsorships. Key duties include project planning in Asana, copywriting for event assets, venue sourcing, and maintaining Salesforce campaign hygiene.
Marketing Associate - Events
Coastal is looking for a highly organized, enthusiastic, and detail-driven Marketing Associate, Events to join our growing events team. Reporting directly to the Marketing Events Manager, this role owns the operational backbone of Coastal's events portfolio, from intimate executive dinners and networking events to flagship sponsorships like Dreamforce, Salesforce Connections, Tableau Conference, and Snowflake Summit.
You will play a key role in creating demand for Coastal's services by owning the logistical and operational tasks that bring our events to life. From sourcing the perfect dinner venue to managing transportation vendors, building Asana project plans, drafting event communications, and keeping our Salesforce campaigns clean, your work directly ensures that Coastal's events are meticulously organized, run smoothly on-site, and deliver exceptional experiences for our clients and prospects.
This role is perfect for someone who thrives in a fast-paced environment, can juggle multiple concurrent events without letting details slip, is quick to learn new tools, has a way with words, and is eager to grow alongside a seasoned events team. If you are proactive, process-oriented, a sharp copywriter, and have a knack for ensuring no detail goes unnoticed, we encourage you to apply.
Role Responsibilties
Coastal is looking for a highly organized, enthusiastic, and detail-driven Marketing Associate, Events to join our growing events team. Reporting directly to the Marketing Events Manager, this role owns the operational backbone of Coastal's events portfolio, from intimate executive dinners and networking events to flagship sponsorships like Dreamforce, Salesforce Connections, Tableau Conference, and Snowflake Summit.
You will play a key role in creating demand for Coastal's services by owning the logistical and operational tasks that bring our events to life. From sourcing the perfect dinner venue to managing transportation vendors, building Asana project plans, drafting event communications, and keeping our Salesforce campaigns clean, your work directly ensures that Coastal's events are meticulously organized, run smoothly on-site, and deliver exceptional experiences for our clients and prospects.
This role is perfect for someone who thrives in a fast-paced environment, can juggle multiple concurrent events without letting details slip, is quick to learn new tools, has a way with words, and is eager to grow alongside a seasoned events team. If you are proactive, process-oriented, a sharp copywriter, and have a knack for ensuring no detail goes unnoticed, we encourage you to apply.
Role Responsibilties
- Event Support & Coordination
- Project Plan Execution: Work closely with the Marketing Events Team to execute detailed event project plans, timelines, and budgets, ensuring all tasks are completed on schedule and within scope.
- Asana Project Management: Build and maintain event project boards in Asana, including creating new projects for hosted events (dinners, receptions, outings) with full task breakdowns covering campaign creation, registration pages, calendar holds, reminder emails, QA cycles, and seating assignments. Proactively flag completed tasks for review and drive items to completion.
- Copywriting: Write clear, engaging, on-brand copy across event assets, including landing pages, emails, registration confirmations, attendee communications, and promotional materials.
- Venue, Room Blocks & Restaurant Sourcing: Research, source, and book venues, hotel room blocks, and restaurants for events,. Maintain reservation trackers and serve as the point of contact for reservations and venue communications.
- Vendor Coordination: Manage communications and bookings with external vendors, including transportation, catering, A/V, swag, print, and signage, to ensure services align with event needs, budget, and quality standards.
- On-Site & Logistics Support: Support on-site as and when needed with event operations, including serving as an on-site contact for hosted dinners and activations, confirming booth materials and swag arrival, and managing print logistics, badges, and seating charts and cards.
- Attendee & Speaker Coordination: Support attendee management, including calendar holds, staffing calendars, and communications. Coordinate speaker experience , including speaker release forms and related follow-ups.
- Pardot & Salesforce Proficiency: Demonstrate a functional grasp of Pardot (aka Marketing Cloud Engagement), specifically for managing lists, building emails, and configuring campaigns. This role maintains daily campaign hygiene and data integrity, reporting directly to the Events Manager for final approval.
- Landing Page Builds: Build and QA event landing pages and registration flows in Splash, ensuring accurate event details, branding, and a smooth user experience.
- Design Support: Create polished event assets in Canva, including signage, seating cards, agendas, and other print and digital materials, in alignment with Coastal brand guidelines.
- Campaign & Data Quality Management
- Quality Assurance: Conduct comprehensive quality assurance (QA) reviews of event assets (event landing pages, registration flows, and promotional pages) to ensure accuracy, quality, and brand alignment before launch.
- Campaign Accuracy: Ensure Salesforce campaigns are up-to-date with correct details, sponsorship tiers, goals, and budget data to maintain clean, accurate reporting across teams.
- Lead Flow Tracking: Monitor event leads as they move through the demand funnel. Identify breakdowns or routing issues to help drive timely follow-up and higher conversion.
- Content Tracking: Maintain and QA event content repositories to ensure copy, links, and asset details are accurate and consistently up to date.
- Budget & Vendor Tracking: Track vendor bookings, estimates, and invoices against event budgets, flagging variances to the Events Manager.
- Google Calendar Management: Keep shared Google Calendars current across the events team, including event holds, staffing shifts, and travel.
- Cross-Functional Contributions
- Event Briefs & Debriefs: Create event summary briefs for the broader team (agenda, registration, attendees, key contacts, budget) and contribute formal feedback to post-event debriefs.
- Process Improvement: Participate in cross-functional initiatives, such as post-event follow-up SOPs, to strengthen how the events team operates and hands off to sales.
Experience/Skills Required
- Bachelor's degree in Marketing, Communications, Hospitality, or a related field.
- Exceptional organizational skills and a keen eye for detail.
- Superb writing and communication skills, with an emphasis on crafting clear, concise, and engaging copy.
- Proficiency in Pardot & SalesforceAbility to manage multiple concurrent events and priorities in a fast-paced, dynamic environment. Flagship conference seasons often involve supporting three or more events at once.
- Comfortable coordinating directly with external vendors and venues, including negotiating logistics and managing bookings.
- Proficiency in Google Suite (Docs, Sheets, Slides) and Canva.
- Experience with Asana or similar project management tools, with strong instincts for task tracking, deadlines, and keeping projects organized.
- Proficiency with AI tools (e.g., Slackbot, Claude, ChatGPT, or similar) to draft copy, streamline workflows, and work more efficiently.
- Proactive, "no task is too small" team-player attitude, with a strong willingness to support various functions across the marketing team.
- Ability to adapt quickly to changing priorities and maintain flexibility in a fast-paced work environment.
- Flexibility to travel as required for on-site event support (based on event schedule).
Why Coastal, and what we offer:
- Flexible working hours with an emphasis on a life-work balance (in that order!)
- Remote flexible work; “Live by the beach, work in the Cloud,” plus company office locations in Palm Coast, FL; Atlanta, GA; Tysons, VA & Lexington, KY; travel as required to client locations
- Unlimited Paid Time Off (RTO), 401K with Company Match, and Medical, Vision, & Dental coverage
- Competitive quarterly bonus opportunities
- Continuing education and certification reimbursements, specifically within the Salesforce and Snowflake ecosystems; plus occasional in-house competitions with spot bonuses
- A flexible and fun team culture! We value transparency, support, flexibility, growth, teamwork, fun, and so much more
- Frequent team and culture activities, virtual & in-person, including Lunch and Learns, Happy Hours, team-building events
- Monthly All-Hands calls to bring the company together, and an open-door leadership policy with access to mentorship and guidance
- Opportunities for accelerated growth, networking, and career guidance and support
- Trust, transparency and respect across all levels of the company
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