Senior Marketing Event Coordinator

Marketing Event Coordinator

As a Marketing Event Coordinator, you will serve as the logistical backbone of our events team, ensuring the seamless execution of trade shows and corporate activations. In this hybrid role based in Waltham, MA, you will combine administrative precision—managing hotel blocks, vendor negotiations, and freight schedules—with hands-on operational leadership. You will take full ownership of our unique fleet of Marketing robots and AV assets, overseeing their inventory, maintenance, and safe transport to venues. This position is ideal for a detail-oriented professional who thrives in a fast-paced environment and is eager to travel 30-50% of the time to lead on-site staff along with bringing our brand experiences to life.

Key Responsibilities:

1. Hotel Room Block Management:

- Coordinate with event staff to confirm their availability and travel dates

- Manage and upload the hotel rosters with the hotels

- Assist with reservation changes up to two weeks before the event (after which it becomes the responsibility of the individual event staff)

2. Event Logistics:

- Assist with logistical aspects of events, including scheduling freight and completing material handling agreements

- Work with the event timelines and ensure all deadlines are met.

- Coordinate transportation, catering, signage, audiovisual needs, and other essential event details.

3. Event Staff Training & Management:

- Assist in the creation of team briefing decks using existing templates

- Lead event staff on-site, ensuring smooth execution of all event tasks.

- Serve as a point of contact for event staff and troubleshoot any issues that arise.

4. Vendor Relations & Coordination:

- Coordinate design & execution of tradeshow booths with our outside design agency

- Ensure all vendor deliverables are on time, on budget, and meet quality standards.

5. Inventory Management:

- Manage our fleet of Marketing robots, ensuring that all robots complete a full checkout process before being shipped to an event

- Manage our other event related assets such as tools, screens, computers, and other AV equipment

- Coordinate the transportation and setup of materials before and after events.

6. Event Reporting & Post-Event Evaluation:

- Collect feedback from team members to assess event performance.

- Provide post-event reports, including event successes, challenges, and areas for improvement.

Required Skills:

• Minimum two years of experience in a similar role.
• Ability to move, lift, or transport marketing assets weighing up to 50 lbs during event setup and breakdown, with or without reasonable accommodation.
• Ability to work in our Waltham office at least three days per week (when not traveling)
• Willingness to travel between 30-50% of the time

Preferred Skills:

- Experience managing hotel room blocks and vendor negotiations.

- Familiarity with trade show logistics including freight booking, drayage, material handling agreements, and rigging complex and heavy equipment

- Familiarity with budget management using tools such as Google Sheets or Microsoft Excel

- Familiarity with Hubspot, Salesforce, or other CRMs is a plus

The base pay range for this position is between $79,058.27 to $108,705.12 annually. Base pay will depend on multiple individualized factors, including, but not limited to, internal equity, job-related knowledge, skills, and experience. This range represents a good-faith estimate of compensation at the time of posting. Boston Dynamics offers a generous Benefits package including medical, dental, vision, 401(k), paid time off, and an annual bonus structure. Additional details regarding these benefit plans will be provided if an employee receives an offer for employment.

We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor visas for this position.