About This Role

Reporting directly to the VP of Brand Marketing, the Marketing Coordinator will provide administrative support to the VP of Brand Marketing and sometimes the broader team, with a heavy focus on assisting with travel arrangements for routine business travel, as well as, conference and event planning and travel. The Marketing Coordinator will also assist with financial aspects of travel and event/meeting such as tracking and reconciling all necessary bills/receipts involved reviewing for accuracy and handling any discrepancies. Duties will also include but are not limited to data entry, calendar management, updating files, expense reporting, assisting with trade show coordination, running reports and analyzing data. This individual will also maintain a strict level of confidentiality regarding individual, customer, and company information. We are looking for someone who is interested in culture trends and how brands connect with people. This role will be a doorway into the brand and marketing team over time. 

What You’ll Do

• Book flights, hotel reservations, car rentals etc. for VP of Brand Marketing
• Ensure VP of Brand Marketing’s calendar reflects the most up to date events
• Ensure all outgoing calendar invitations include booking a meeting room/Zoom Room when needed for remote employees
• Booking calendar events across multiple time-zones
• Handle special projects assigned by management
• Assist with the organization/planning of sales events and trade shows, including but not limited to group hotel reservations, conference room reservations, trade show registrations, and calendar upkeep
• Research and evaluate facilities according to necessary requirements and assist in securing and managing meeting space and locations; accommodation details such as reservations, and compute fares and fees; coordinating travel dates
• Organize and handle company VIP guest visits, including scheduling and ordering of meals, scheduling tours, and arranging transportation
• Schedule, organize, and order meals for marketing onsite and offsite meetings
• Assist in developing relationships with vendors; conferring with staff at a chosen event/meeting site to coordinate details such as room set-up, audio visual connections and equipment accessibility, necessary signage and displays, food and beverages supplied, and other necessary event/meeting needs
• Work extensively with company travel manager/agency to arrange complex international and multi-leg travel itineraries
• Coordinate with senior team to create meeting agendas and ensure meetings begin/end on time
• Take comprehensive meeting notes and distribute them to the marketing team and broader organization when necessary
• Confer and coordinate with VP of Brand Marketing to determine their travel needs and preferences; notifying them of the essential information, such as travel times and transportation connections and/or any changes to their itinerary

What You Bring

• Skills using database, spreadsheet, word-processing softwares, particularly those in G Suite, to facilitate daily work and prepare reports
• Familiarity with the online booking tool, Concur, for business travel and arrangements preferred
• Experience using tools such as Slack, Asana, Box, 
• Experience in work directly involved in providing administrative support, special event or conference planning preferred
• Experience in contract negotiations with vendors preferred
• Demonstrated excellence with verbal and written communication skills
• Demonstrated organizational skills and attention to detail
• Ability to manage budgets, schedules & overall action items. Using judgment to select the most appropriate and effective choices, and weighing costs and benefits.
• Availability to travel as needed
• Knowledgeable in PowerPoint; able to assist in the execution of presentations / decks 
• Minimum of 3–5 years of experience
• 2 - or 4-year degree preferred

Apeel believes that the scale of our impact is determined by the teams that work with us. As such, we seek to build high-performing teams of people from various experiences and backgrounds who can collectively push our company into new realms. We seek a diverse pool of applicants and consider all qualified candidates regardless of race, ancestry, color, gender identity or expression, sexual orientation, religion, national origin, citizenship, disability, Veteran status, marital status, or any other protected status. If you have a special need or disability that requires accommodation, please let us know.

Please note that Apeel Sciences does not accept unsolicited resumes from recruiters or employment agencies. In the event of a recruiter or agency submitting a resume or candidate without a signed agreement being in place, we explicitly reserve the right to pursue and hire such candidates without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted directly to hiring managers, are deemed to be the property of Apeel Sciences.