Field Marketing Operations Coordinator

The Role

The primary purpose of the Field Marketing Operations function is to provide centralized execution support to the Commercial organization (Business Development + Partnerships). This role delivers the operational processes, resources, and tools that enable the field team to efficiently drive awareness, referrals, and admissions growth.

This includes end-to-end coordination of field events and dinners, booth programs, swag and promotional production, shipping logistics, and post-event follow-up systems. The goal is simple: the field team shows up prepared, on-brand, and ready to convert conversations into measurable outcomes.

What You'll Do

Field Event + Event Operations, Booth Program & Logistics

• Plan and execute regional dinners, partner lunches, conferences, speaking events, and on-site activations.
• Own logistics end-to-end: venue sourcing, reservations/contracts, menus, AV, staffing, run-of-show, and day-of coordination.
• Build event briefs for the field team (objectives, attendee list, talk tracks, materials checklist, follow-up plan).
• Manage invitation workflows, RSVP tracking, headcounts, and attendee communications.
• Ensure all confirmations are locked 24–48 hours prior (venues, shipments, booth orders, staffing).
• Manage conference booth needs: booth ordering, vendor deadlines, shipping/drayage coordination (as applicable), setup requirements, and onsite readiness.
• Create repeatable playbooks and checklists for each event type to eliminate last-minute scramble.
• Coordinate signage, collateral, table materials, and display assets; ensure on-brand execution.

Promo Production & Inventory Management

• Create branded virtual invitations and digital event materials to support webinars, CE programs, and regional activations.
• Own swag ordering and production across apparel and promotional items (vendor selection, quotes, timelines, proofs).
• Maintain inventory counts, storage, packing, and shipping to reps and events.
• Build standardized “field kits” (conference kit, dinner kit, partner meeting kit, new rep kit).
• Maintain an approved asset library of one-pagers, handouts, cards, banners, signage, and templates.
• Design, build, and deploy monthly targeted Salesforce (SF) email blasts to support field events, partner outreach, and regional growth initiatives.

Business Development Follow-Up Enablement 

• Ensure lead capture is complete after events/dinners (attendee lists, notes, referrals, next steps).
• Route leads to appropriate owners and supports follow-up execution (e.g., 48 hours).
• Support thank-you workflows (emails, mailers, small gifts where appropriate) and track completion.
• Produce post-event recaps: attendance, leads captured, meetings booked, learnings, and recommendations.

Who You Are

• You are operationally obsessive in a healthy way: checklists, timelines, confirmations, contingency plans.
• You can run multiple projects at once without dropping details.
• You are vendor-savvy: you know how to get quotes, manage proofs, negotiate timelines, and avoid production mistakes.
• You have strong judgment and can prioritize (and say “no” or “not yet” when needed).
• You are service-oriented, but not passive, you create structure and hold people accountable to follow-up.
• You communicate clearly and professionally across internal teams and external partners.

Qualifications

• BA/BS degree or equivalent practical experience.
• 2–5+ years of experience in relevant areas such as: field marketing, event operations, marketing operations, sales enablement, executive/event coordination, or commercial operations.
• Demonstrated ability to manage logistics-heavy programs end-to-end (events, dinners, conferences, shipments).
• Proficiency with common business tools (Google Workspace, Excel/Sheets, PowerPoint/Slides) and project tracking tools.
• Comfortable working cross-functionally with Marketing, BD/Sales, Operations, and external partners.

Nice-to-Haves

• Experience in healthcare, mental health, or referral-driven growth environments.
• Familiarity with CRM basics (Salesforce) for lead routing and follow-up tracking.
• Light creative production literacy (print specs, proofing, vendor file requirements).