Event Marketing Specialist

Marketing & Communications
New York, New York, United States

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Marketing & Communications
New York, New York, United States

About Index Exchange: Index is a global advertising marketplace enabling media owners to grow their revenue by helping marketers reach consumers across every screen. We’re a proud industry pioneer with nearly 20 years of experience accelerating the evolution of ad technology for the world’s leading experience makers.

Index is an exciting and fast-paced place to work, and our company is built on our values of change, support, learning and teaching, trust, and intention. We pride ourselves on our independence and openness, not only in our technology, but in our teams, too. Our diverse and inclusive culture celebrates how we can leverage our unique differences to help drive Index forward. We have more than 500 Indexers around the globe dedicated to building a safe and transparent marketplace that provides a trusted experience for consumers, and we’re looking for talented professionals to help take us to the next level.

Are you ready to join the programmatic evolution?

We’re looking for an enthusiastic, self-directed, Event Marketing Specialist to plan and support the strategy and execution of Index Exchange’s customer-focused engagements and events. This role will have a primary focus on events supporting the Sales and Services teams that aim to drive customer engagement and build brand advocacy.  

This position reports directly to Lead, Event Marketing based in New York, but will work globally with members of the Sales, Services, and wider Marketing organization to ensure the main outcomes for the business are achieved. 

What We’re Looking For:

Success in this role requires the ability to define and execute an event strategy, set goals, outline metrics, provide excellent project management skills, and effectively communicate with cross-functional stakeholders to ensure goals are met. You will need to be comfortable establishing clear processes, best practices, and acting as the direct point person for key stakeholders and vendors during the planning, on-site, and post-event phases, as well as provide full-service logistical support throughout the event. The ideal candidate possesses strong written and verbal communication skills, experience with budget management, exceptional attention to detail, creativity, and previous experience with corporate event or B2B event management.  

Here’s What You’ll be Doing:

  • Manage the operations of Index’s external customer events that focus on fostering existing customer relationships and building new ones. This includes anything from intimate customer dinners and cocktail events to industry conference attendance and offsite meeting-based events. You will be responsible for managing all day-to-day projects and tasks associated with these events, including but not limited to; registration, venue sourcing, vendor management, site logistics, food and beverage, attendee relations, communication, stakeholder management.  
  • Own the swag procurement and gifting process for Index Exchange’s annual company-wide internal conference, Index All Hands. In addition, the Event Marketing Specialist will work closely with the Senior Event Manager in the planning process and provide logistical support as needed. 
  • Source external event gifting items and annual customer holiday gift, in addition to maintaining an inventory of companies branded items.
  • Independently engage and effectively communicate with key stakeholders as well as internal and external partners throughout the event planning and execution process.  
  • Utilize project management skills making efficient use of all resources to execute projects, including risk management, issue resolution, change management, and contingency planning.
  • Define and execute pre-, during, and post-event communications activities.
  • On a daily basis, you will be responsible for: Working with the creative team to ensure event pages are created for all industry events and reflected on https://www.indexexchange.com/events/
  • Collaborating with the creative team on invite collateral for events
  • Creation and maintenance of team documentation and process tracking, including workback plans and project proposals.
  • Ensure our Marketing roadmap is updated with external event initiatives and engagements.
  • Work with the Event Marketing Lead and Senior Event Marketing Manager to ensure end-of-week email recaps are sent to the Chief Marketing Officer.
  • Invoice and expense reconciliation
  • Budget management related to your responsibilities.
  • Maintain Salesforce event campaigns to ensure they are kept up to date and closed out with the necessary information following the events.
  • Venue Sourcing of event locations for client entertainment initiatives in North America.
  • Support global Field Marketing Managers with event marketing initiatives of 30+ people
  • Apply strong project management, documentation, and reporting skills. 

Here's What You Need:

  • 3+ years of relevant experience in event management and event marketing 
  • Demonstrated success in event management and project management with a focus on operational excellence
  • Strong project management, documentation, and reporting skills.
  • Attention to detail, excellent organization skills, and ability to manage multiple projects and responsibilities–on time and within budget
  • Experience working across multiple teams and disciplines collaboratively and effectively
  • Experience with event budget management
  • Superior oral and written communication skills with an innate attention to detail
  • Ability to work independently and autonomously
  • Understanding of brand representation within internal and external projects
  • Willingness to travel (as needed)
  • Familiarity with the digital media marketplace and programmatic advertising would be an asset  

Why You’ll Love Working Here:

  • Comprehensive health, dental, and vision plans at no cost to you
  • Time off and flexible work schedules
  • Retirement plan with a 5% company match
  • Stock options and equity packages
  • Generous parental leave
  • Monthly wellness stipend plus fitness discounts and quarterly wellness group activities
  • Home office stipend
  • Community engagement opportunities and donation-matching program
  • Annual virtual company retreats and regular community-led team events

Equal employment opportunity

At Index Exchange, we believe that successful products are built by teams just as diverse as the audience who uses them. As such, we are committed to equal employment opportunities. We celebrate diversity of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or expression, or veteran status. Additionally, we realize that diversity is deeper than any status or classification—diversity is the human experience. For those who show grit, passion, and humility—Index will welcome you.

Accessibility for applicants with disabilities

Index Exchange is committed to working with and providing access and reasonable accommodations to applicants with disabilities. Please let us know if you’d like to request a reasonable accommodation.

*COVID-19 guidance: We have re-opened offices in various cities following local guidelines, but are continuing to maintain a flexible work environment.