Marketing Event Coordinator

ABOUT DETECT Detect is an AI-powered inspection intelligence platform. We help electric utilities, powerline contractors, and drone service providers turn inspection data into decisions they can trust. We are a small team, and the marketing function is one director with a full calendar. WHY THIS ROLE EXISTS Detect runs a national trade-show calendar - four shows this fall alone, in Orlando, Las Vegas, Glendale (Arizona), and Denver - with a bigger circuit planned for spring. Each show carries dozens of deadlines: exhibitor portals, service-order cutoffs, graphics submissions, shipping windows, room blocks, registrations, badge scanning, invoices. When one slips, it costs real money. Your job is to make sure nothing slips. This role suits someone early in their event or marketing career - a young professional or a career changer - who wants to run the operational side of real B2B events, not fetch coffee at them. WHAT YOU'LL DO Before each show: Own the deadline calendar for every event - exhibitor portal tasks, service-order cutoffs, graphics deadlines, hotel room blocksManage registrations for staff and customer guests, and track every confirmationCoordinate vendors: booth builders, general service contractors, printers, hotels - and check artwork proofs against our specs before anything printsTrack booth and swag shipments into advance warehouses and confirm delivery windowsLog invoices as they arrive, flag due dates early, and keep the per-event budget currentDuring show weeks: Be the ops safety net: confirmations, reprints, shipping problems, vendor callsIf you can travel, help staff the booth - setup, badge scanning, session logistics, customer social hours. Travel is optional, paid, and never assumedAfter each show: Get scanned leads into HubSpot within 48 hours, tagged by eventReconcile final invoices against budget and log what each show actually costRun the post-show checklist: swag inventory, return shipping, follow-up coordinationAlways: keep the events tracker - one spreadsheet, every show, every deadline, every dollar - accurate enough that anyone could pick it up cold. YOU'RE A FIT IF You've worked events in an operational role - conference or banquet staff, catering, weddings, athletics operations, or any organization where you handled vendors and a budget. You ran things; you didn't just attend themYou've held a job where showing up mattered - restaurant, retail, front desk. You can call a stranger, ask for what you need, and follow up twice without being toldSpreadsheets don't scare you. You can keep a shared Google Sheet accurate and readableYou write clear, professional emails and can chase people politely - vendors, hotels, our own executivesYou catch details other people miss: a wrong date, a missing zero, a proof that doesn't match the specYou can flex hours up during show weeks - a few each season - and keep a steadier schedule between them HOW WE WORK Small team, no layers. You work directly with the marketing director - decisions get made in conversations, not committeesAI is part of the job. We build and run marketing with tools like Claude every day, and you'll learn to work that way tooCalm over chaos. Trade shows are deadline work - we handle them with checklists and preparation, not all-nighters and panicYour time is respected. Show weeks get busy, and we plan them well in advance so nothing collides with the rest of your life - another job or whatever else you balance CULTURE FIT You like closed loops. A task isn't done until the confirmation landsYou ask early instead of guessing - a two-minute question beats a wrong shipmentYou stay level when things go sideways. A lost package is a problem to solve, not a crisis to narrateYou take feedback straight and pass it on kindly - we fix the work, not the blameFit means how you work, not where you come from. Our team spans backgrounds, languages, and career paths - the work gets better for it. If the role excites you but you don't tick every box, apply anyway BONUS POINTS (NONE REQUIRED) Any CRM exposure - we use HubSpot and will teach youPrint-production literacy - you know what a bleed or a PMS color is, or want to learnYou already use AI tools (Claude, ChatGPT) in your own workAble to travel to one or two shows a season WHAT YOU'LL GET $25/hour, part-time, on a schedule built around your other commitmentsThe full trade-show cycle - contract to show floor to post-show report - the kind of experience most part-time roles never give youDirect mentorship from a marketing director with a decade of B2B agency experience across hundreds of brandsReal ownership you can put on a resume: budgets you reconciled, shows you helped run, a tracker you kept aliveA 6-month role covering the fall and spring show seasons - with the possibility of extension, or of growing into a full-time position, if the fit is right on both sides HOW TO APPLY Email liza.gacutan@detectinspections.com with: Your resume. One page is fine3-5 sentences on an event you helped run: what went wrong, and what you did about it. No cover letterA subject line in this format: Event Marketing - [your name] - [the Arizona city named in this posting]. Details matter in this job. This is the first test Applications are reviewed as they arrive, and the role stays open until it is filled. Detect is an equal opportunity employer. We welcome applicants of every background