Overview

Our client is a global leader in the design and manufacture of Superficial Orthovoltage Medical X-ray Systems, playing a vital role in the treatment of cancers and dermatological disorders. Their innovative technologies also include advanced X-ray systems for pre-clinical radiation biology research. With manufacturing facilities in the United States and the United Kingdom and an international network of distributors, our client is at the forefront of medical and scientific advancements.

They are seeking a highly organized and detail-oriented Marketing & Events Coordinator to coordinate events, support marketing operations, and provide office and executive-level administrative support. This role requires exceptional organizational skills, strong event planning expertise, and the ability to support internal teams with marketing, administrative and program management tasks.

Position Overview

The Marketing & Events Coordinator will work under the supervision of the Marketing Director and will be responsible for planning and executing Xstrahl’s participation at global events and industry trade shows, assisting with marketing operations, managing office administrative duties, and providing executive-level administrative support. This position plays a key role in ensuring seamless event logistics, office efficiency, and effective coordination across teams. The ideal candidate has experience in event planning, executive support, and office administration within a marketing or sales-driven environment.

Key Responsibilities

Event Planning & Coordination

• Plan, organize, and execute trade shows, conferences, webinars, and internal events.

• Manage all event logistics, including vendor coordination, venue selection, travel arrangements, budgeting, and on-site execution.

• Oversee event registration processes, booth setup, sponsorship approvals, and promotional materials.

• Coordinate shipments of materials and equipment to ensure timely event setup.

• Track event budgets, process invoices, and manage post-event reporting and analysis.

• Maintain event schedules and ensure clear communication with internal teams.
  

Marketing Operations

• Support the marketing and sales teams with administrative tasks such as document preparation, CRM updates, and data entry of new contacts generated at events.

• Work closely with the Marketing Director and cross-functional teams to streamline and optimize marketing workflows, lead funnels, and campaigns, ensuring the efficient execution of marketing initiatives across channels.

• Support in the management of the marketing calendar, ensuring campaigns and events are executed on time and within budget.

• Occasional marketing research and gathering data on consumer trends, competitors, and market conditions.?
  

Office & Administrative Management

• Serve as the primary point of contact for office operations, ensuring smooth day-to-day activities.

• Manage office supplies, vendor relationships, and general facility needs.

• Develop and maintain organized documentation, reports, and project trackers.

• Assist with internal communications, meeting coordination, and cross-department collaboration.
  

Executive Support

• Provide high-level administrative support to the CEO, including calendar management, meeting coordination, and travel arrangements.

• Assist with the preparation of presentations, reports, and correspondence for board meetings and leadership engagements.

• Manage special projects and confidential initiatives to enhance executive efficiency.

• Facilitate internal meetings and support executive decision-making with well-organized documentation and follow-up actions.
  

Qualifications

• Bachelor’s degree in Business Administration, Communications, Event Management, or a related field.

• 3+ years of experience in event planning, office administration, or executive support, preferably within a marketing or sales-driven organization.

• Strong organizational and multitasking skills with keen attention to detail.

• Proficiency in office management tools, scheduling software, and CRM systems.

• A firm grasp of marketing platforms which includes social media.

• Excellent communication and interpersonal skills with the ability to collaborate across teams.

• Experience managing budgets, vendor relations, and logistics for large-scale events.

• Ability to handle sensitive information with discretion and professionalism.

• Willingness to travel occasionally for events.

• Build and maintain strong relationships with vendors, partners, and sponsors.
  

• Ability to?work in fast-paced environments?and handle last-minute changes.
  

• Comfortable working outside standard office hours for events when necessary.
  
  

Why Join Our Client?

This is an opportunity to play a key role in an organization dedicated to advancing medical technology and patient care. As part of a global team, you will work in a dynamic and collaborative environment with professionals who are passionate about making a difference. They offer competitive compensation, professional growth opportunities, and a culture that values innovation and excellence.