Marketing Events Coordinator

Meet Instinct 👋

Instinct Science is at the forefront of veterinary innovation, comprised of world-class tools that have served our industry for decades: easy-to-use veterinary practice software (Instinct EMR), an essential resource for expanding your knowledge and skills (Clinician's Brief), clinical and pharmaceutical decision support (Standards of Care & Plumb's), and an AI scribing platform (ScribbleVet). Combined, Instinct Science offers an ecosystem that veterinarians rely on for every aspect and stage of their careers.

At Instinct Science, we believe in leading with compassion. Our team, our customers, and their patients and clients are the foundation of everything we do. Our culture is guided by our U.C.A.R.E. values: We move fast because our mission matters, we put customers at the center of every decision, and we treat each other with kindness and high standards.

A Sneak Peek of Your Role 🔭

This is a fully remote role.

The Marketing Events Coordinator is the hands-on execution partner to the Senior Manager, Events, helping deliver Instinct’s events portfolio across major industry conferences, regional and hosted events, the Instinct user conference, and the annual company-wide team offsite. This role keeps logistics, vendors, shipping, travel, and on-site production moving so each event reflects Instinct’s brand and drives pipeline, awareness, and customer engagement in the veterinary technology market.

This is a travel-heavy, on-site role. The Coordinator will spend significant time at events, setting up and breaking down booths and spaces, and working directly with labor teams, decorators, and venue crews. The ideal candidate is organized, physically capable, calm under pressure, and energized by seeing an event come together in person.

What You'll Do 🛠️

• Support the Senior Manager, Events in planning, coordinating, and executing the events program, including major industry conferences, regional events, hosted customer and prospect events, the Instinct user conference, and the annual team offsite.
• Coordinate event logistics end to end: vendor communication, booth and event production, travel coordination, shipping and freight, material handling, on-site execution, and post-event wrap-up.
• Work directly with labor teams, show decorators, venue staff, and production crews to schedule, direct, and verify booth installation, dismantle, and material handling.
• Provide on-site support at events, including booth setup and teardown, staffing coordination, troubleshooting, and attendee and customer engagement.
• Maintain event plans, timelines, checklists, and run-of-show documents so ownership and deadlines are clear to all stakeholders.
• Support budget tracking by processing purchase orders, invoices, and expense reconciliation, and flagging variances to the Senior Manager.
• Help source, request quotes from, and manage agencies, vendors, and production partners, keeping contracts, certificates of insurance, and show orders organized.
• Manage booth assets, signage, swag, and inventory, including storage, shipping, inbound and outbound tracking, and condition checks after each event.
• Partner with design, content, and product marketing to produce event assets such as booth graphics, signage, presentations, sales materials, and pre- and post-event communications.
• Support Sales and Customer Success with event enablement, including lead capture setup, meeting scheduling, and attendee logistics.
• Assist demand generation and content teams with event promotion, including registration pages, email campaigns, social posts, and partner coordination.
• Gather and organize event data, such as attendance, lead lists, and follow-up status, to help the Senior Manager report on lead quality, pipeline impact, and ROI.
• Maintain relationships with conference organizers, venues, and vendors, and keep show deadlines and exhibitor requirements on track.
• Ensure all events follow Instinct’s brand standards and deliver a professional experience for attendees and internal teams.
• Manage multiple events at once, prioritizing in a fast-paced, growing environment.

Who You Are 🐱‍💻

• 2+ years of experience in an events role, such as event coordination, event production, or field marketing. Experience in the experiential industry is preferred.
• Hands-on experience running and working with labor teams, including show decorators, union and non-union labor, and venue crews, for setup, dismantle, and material handling.
• Experience supporting events end to end, including conferences, trade shows, hosted events, and internal team events.
• Strong organizational and project management skills, with the ability to manage multiple events, timelines, and vendors at once.
• Working knowledge of event logistics, including shipping and freight, exhibitor kits and show orders, and travel coordination.
• Familiarity with budget tracking, purchase orders, invoicing, and expense reporting.
• Familiarity with event technology and tools, such as registration platforms, CRM and marketing automation systems, and lead capture tools. Experience with Cvent is preferred, and comfort with Asana, Slack, and Google Workspace, which Instinct uses day to day, is expected.
• Strong communication and interpersonal skills, with experience coordinating internal teams, external vendors, and on-site partners.
• Detail-oriented and execution-focused, with a high bar for quality, brand consistency, and attendee experience.
• Comfort operating in a fast-paced, growth-stage environment and adapting quickly when plans change on-site.
• Must be willing and able to travel 25–60% of the time, including evenings, weekends, and extended on-site hours around events. Travel is a required function of this role.
• Experience in the veterinary, healthcare, or life sciences space is preferred but not required.

How Instinct will Care about YOU 🌞

• We offer a supportive and caring work environment.
• We are transparent, open, honest, and empathic, both internally and externally.
• We pay our team well.
• We offer medical, dental and vision benefits and 401K with match.
• We give our team owner-like flexibility over work and time-off, including time to innovate and Flow State Fridays.
• We offer a generous stipend that can be used for almost anything to allow you to bring your best self to work.
• We provide all-expense-paid time throughout the year together, including at our annual retreat.

The compensation range for this role is $65,000-$75,000. Actual compensation will be determined through a variety of factors including the candidate's skills, qualifications, and experience.

Instinct is an equal opportunity employer committed to equality and providing a pleasant work environment free from harassment or discrimination in any form. All employees will be treated equally without regard to race, color, religion, sex, sexual orientation, gender identity, family or parental status, national origin, ancestry, veteran, or disability status.

If you require accommodations throughout any part of the pre-employment process, please contact our recruiting team at recruiting@instinct.vet