Marketing and Events Coordinator

Role Overview

• Maintain and clean Capsule CRM by ensuring accurate, standardised contact and organisation records, including deduplication, data enrichment, tagging, and regular database updates
• Manage CRM workflows such as importing post-event data, building segmented lists, and creating and closing sponsorship opportunities to support sales follow-up
• Maintain structured sponsor and event data in Excel trackers (e.g., seating, VIP dinners, roundtables) and produce post-event sponsor networking summaries
• Support updates to Sales Prospectus materials, including sponsor and delegate logos, advisory board details, and testimonials
• Build and maintain WordPress event pages (speaker, agenda, sponsorship, advisory board, and thank-you pages), ensuring accuracy, brand consistency, and mobile responsiveness
• Create and manage Wufoo forms for RSVPs, speaker applications, and sponsor enquiries, including setup, testing, and data extraction
• Process invoicing and supplier billing in Xero, including delegate invoices, client setup, bill entry, payment tracking, and reconciliation support
• Produce post-event reporting such as delegate demographics, revenue tracking, survey insights, and year-on-year performance analysis using Excel
• Develop forward-looking revenue trackers for sponsorship and ticket sales
• Conduct delegate research and data enrichment using CRM history, LinkedIn, and tools such as Hunter or Apollo to verify and update contact information
• Clean, segment, and tag delegate lists for targeted sales and marketing campaigns, including resolution of bounced emails
• Provide general administrative and data support including Excel/CSV cleaning, CRM exports, shared drive organisation, and report formatting
• Use AI tools to streamline data processing, reporting, communication drafting, and workflow automation to improve efficiency and accuracy

Requirements

• Proven experience in event operations, marketing coordination, or a data-intensive administrative role
• Advanced Excel skills (e.g., pivot tables, lookups, data cleaning, reporting)
• Familiarity with CRM systems and digital platforms (Capsule CRM, WordPress, Wufoo, Xero preferred)
• Strong written communication skills for professional correspondence and content
• Demonstrated, hands-on use of AI tools (e.g., ChatGPT, Claude) in a work environment
• High attention to detail with a strong commitment to data accuracy
• Ability to manage multiple systems and priorities simultaneously
• Proactive problem-solving mindset with a focus on solutions
• Strong organizational skills and ability to perform under pressure
• Effective collaborator across cross-functional teams
• Self-directed with a high sense of ownership and accountability

Tech Stack

• Apollo
• WordPress