Marketing Communications Specialist (Events)

Founded in 1998, Performance Services (PSI) is a design and construction firm specializing in constructing and renovating education and government facilities utilizing guaranteed energy savings (performance contracts) and the design-build procurement method. The company is a leading design-builder for high-performing learning and working environments, including solar, water, and smart city infrastructure improvements for cities and towns. Headquartered in Indianapolis, the company has regional offices in 14 additional states.

Position Purpose

The Marketing Communications Specialist provides “air traffic control” to ensure effective planning and execution of business development-related events. The role is responsible for administering the master events calendar, including creative and logistics to support business development events and associated marketing campaigns. This includes engaging continually with Marketing and business development to ensure strategy and plans are in place to plan and execute marketing plans and PSI’s presence before, during, and after face-to-face and virtual events. The ultimate objective of this position is to meet business goals and enhance qualified sales event leads and brand awareness in our existing and developing markets. The role requires flexibility to perform a variety of marketing functions and also provides an area of specialization and focus based on expertise, experience and areas of strength.

*This is an in the office Monday - Friday position.

Target pay range is $60,000 - $75,000. (Depending on skills and experience)

Duties, Tasks and Responsibilities

• Conduct all aspects of sales and marketing-related events and campaigns to assure an integrated and optimized presence at events.
• Design creative concepts for event related deliverables (invitations, sponsor advertisements, social postings) using Adobe Creative Suite InDesign, Illustrator and/or Photoshop. Event presentation design support using PowerPoint.
• Administer events using email marketing and digital event management programs. Track return on investment by documenting spend. This also includes travel to events to set up trade show displays and/or to coordinate and host entertainment arrangements.
• Conduct all aspects of approved corporate sponsorships while maximizing sponsor benefits.
• Administer, organize, document, and continually monitor the master events calendar and related files. This requires having a good understanding of event participation objectives to help inform and collaborate regarding event strategy.
• Prompt, proactive communication with marketing creative leads and business development to ensure timely planning, including sponsorship reservations, collateral needs, and digital campaign planning.
• Establish and maintain quality relationships with association partners.
• Research and prompt presentation proposal opportunities. Will coordinate presentation proposal submissions to the association.
• Manage exhibit booth selection and reservations, serving as the lead point of contact for all conference logistics (registration, sponsorship commitments, booth furnishings, etc.)
• Manage hotel group block reservations when required.
• Anticipate required marketing collateral to complement event presence. Assist with ordering as needed.
• Plan, order and inventory all event-related novelties. This includes research, selection, ordering, shipping, and storing novelty items.
• Process conference, sponsorship, and vendor invoices for payment.
• Track and document event-related expenses to help calculate return on investment.
• Responsible for following up with sales to collect and document event-sourced sales leads. Process monthly report event leads updates and submits to the Sales and Marketing Administrator
• Participate in event debriefs to document future event improvements and notes on the overall conference experience – this directly influences event planning for the subsequent year.
• Maintain a working knowledge of a wide variety and number of events in each state.

Behavioral Competencies

Core Competencies Integrity – Acts in an honest, trustworthy, high integrity manner; makes and keeps commitments.

Continuous Learning – Learner focused on constant improvement; embraces new technologies.

Exceed Expectations – Work hard to exceed client and association expectations.

Compassion – Conduct oneself as a steward of PSI, supporting its growth and ability to help those in need.

Accountability – Take responsibility for one’s actions and decisions.

Position-specific

Competencies Collaborative – willingness to engage and foster an environment of teamwork in a resourceful manner

Creativity – Completes responsibilities and tasks in an efficient, creative, original, and innovative manner.

Pace, Variety, and Time Management of Activities – Role requires flexibility and work under pressure. Some days may be steady and predictable but other days presenting tight deadlines. There is a large degree of predictability from one day to the next and job activities tend to be consistent or even repetitious in nature.

Focus – People and detail focused. Service orientation with strong focus on repeatable, very high-quality results. Keen eye for planning and detail.

Communication – Collaborates in a verbal and written manner that is engaging and professional. Communicates in a way that displays strong interpersonal skills.

Customer Service – Provides excellent customer service in a sales-oriented environment.

Initiative – seeks ways to add value to the marketing team through additional task support.

Goal Oriented – Drives to meet goals in a motivated and self-directed way; works hard with limited supervision. Acts in an eager way to learn and accept challenges. Performs assigned tasks and completes work on schedule.

Detail Oriented – Desire to support team members in a way that is detail oriented and accurate. Displays time management during completion of tasks and responsibilities.

Working Conditions

Office functions will primarily be performed at PSI’s main business office in Indianapolis. Business hours are Monday through Friday, 8:00 AM to 5:00 PM daily, with flexibility in the daily work schedule as agreed. Work hours vary based on workload and should average 40-45 hours per week. Additional hours are required in the evenings or weekends depending on marketing event deadlines.

Education/Experience

• Possess a bachelor’s degree in business, marketing, liberal arts, or equivalent experience.
• 2+ years of working experience in event marketing, preferably in the Architect, Engineering, Construction industry.
• Ability to multi-task and work independently and within a team environment.
• Excellent client service and interpersonal skills.
• Strong analytical, organization, and time-management skills.
• Strong initiative and attention to detail with a high degree of accuracy required.
• Proficiency in Adobe Creative Suite. Eventbrite reservation web application and Microsoft Office, including Word, Excel and PowerPoint. Ability and desire to learn other software tools such as HubSpot and Salesforce.