Marketing Events Coordinator

Charlotte, NC

Full Time

Mid Level

BROAD FUNCTION AND SCOPE OF THE POSITION: The Marketing Event Specialist is responsible for the full coordination, execution, and financial administration of all food shows across the region. This role manages over 70 food shows per year, serving as the primary liaison between clients and internal teams. The position requires exceptional project management skills, financial coordination, and the ability to ensure flawless event execution aligned with Affinity Group standards.

PRINCIPAL CONTINUING RESPONSIBILITIES
Food Show Planning & Execution

Manage all logistics for food shows/ market events, ensuring seamless planning, setup, execution, and post-show follow‑up.
Manage show schedules, distributor calendars, client participation, booth assignments, and product placement.
Oversee ordering, shipping, staging, and distribution of show materials to include samples.
Ensure accurate and timely communication across clients, sales teams, and internal teams.

Financial Management & Administration

Ensure proper allocation of costs to clients, regional budgets, or internal departments using the ShowDash platform
Coordinate lodging for out of market shows for the team
Work with Market Leader to coordinate staffing for events to include using a third party/ temp labor for additional support when needed.
Track and report total event spend, savings achieved, and cost efficiencies.

Client & Distributor Coordination

Serve as the primary point of contact for clients regarding show participation, expectations, and deliverables.
Communicate product needs, preparation details, setup instructions, and brand requirements.
Manage client-specific promotional materials, POS needs, and menu/program integrations.
Maintain strong relationships to support long-term partnership growth.

Compliance, Accuracy & Quality Control

Ensure all show materials, booth setups, and product presentations comply with Affinity Group brand standards.
Verify accuracy of distributor forms, show contracts, confirmation documents, and billing.
Maintain version control and documentation for all show-related assets.

Cross-Functional Collaboration

Work closely with Sales, Culinary and Client Teams to ensure alignment on priorities, product launches, and brand initiatives.
Assist in food shows on-site as needed, including occasional nights/weekends during peak seasons.

Data, Reporting & Post‑Show Analysis

Track show results, participation metrics, and performance data.
Compile post‑show summaries and provide insights to Sales and Leadership.
Maintain detailed records to support planning improvements and cost efficiency.

EDUCATION AND EXPERIENCE REQUIREMENTS

Prefer a Bachelor’s degree in marketing or a related field.
Minimum of 2-4 years of experience in marketing, foodservice operations, or distributor management.
Experience working with clients and distributors in a foodservice environment preferred.
Proven ability to handle high-volume, fast-paced operational workloads.
Strong organizational and project management skills with the ability to manage 100+ simultaneous events.
Excellent communication skills and ability to collaborate cross‑functionally.
Proficiency in MS Office Suite; familiarity with Canva, Adobe tools, and digital marketing assets a plus.
Ability to negotiate professionally and manage vendor/distributor relationships.
Strong attention to detail, accuracy, and financial accountability.
Strong problem-solving skills.
Ability to work evenings/weekends during show seasons.

CANDIDATE QUALIFICATIONS/COMPETENCIES

Event Coordination & Execution
Negotiation & Financial Oversight
Distributor & Client Relationship Management
Cross‑Functional Collaboration
Logistics Planning & Scheduling
Brand Compliance & Quality Control
Documentation & Record Management
Problem‑Solving & Decision‑Making
Communication & Presentation Skills
High‑Volume Workflow Management
Continuous Improvement Mindset

The Affinity Group is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. All employment is decided on the basis of qualifications, merit, and business need.

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