Conference Planning Manager Jobs in Madison, WI (NOW HIRING)

Description

GENERAL SUMMARY

The Marketing Assistant's primary responsibilities are planning and supporting credit union events and community engagements while providing administrative and office support for the Marketing Department. The position assists with day-to-day marketing operations, campaigns, and member communications within a community-focused credit union environment which includes compliance-sensitive advertising, digital content, and marketing technology. The Marketing Assistant works closely with the AVP of Marketing & Member Experience where occasional offsite, evening, and weekend work may be required for events.

Primary Responsibilities:

Plan and coordinate local events, community engagements, tradeshows, and professional conference presence, including logistics, materials preparation, staffing coordination, and follow-up activities; occasional offsite, evening, and weekend event work is required.

Provide hands-on event support, including setup, teardown, staffing coordination, promotional materials, and post-event follow-up and analysis.

Provide administrative and office support for the Marketing Department, including scheduling, vendor coordination, invoice processing, and management of marketing supplies and promotional inventory.

Coordinate the distribution of marketing materials, signage, and merchandising to branch locations.

Provide support for community sponsorship and marketing efforts that include tracking collateral, impressions, and engagement.

Maintain organized files and documentation for marketing projects and campaigns.

Assist with marketing campaigns and member communications, ensuring legal and regulatory requirements are followed for financial marketing content.

Perform web page updates and content changes using the credit union's Umbraco content management system (no coding required).

Support the administration and use of HubSpot, including data entry, list management, email builds, and workflow or campaign setup.

Assist with the production of marketing materials and graphics, including design, audio and video, for work in Adobe Creative Cloud applications.

Apply appropriate, ethical uses of AI tools to improve marketing efficiency and accuracy within a regulated financial environment.

Collaborate with internal departments to gather information and support member-focused communications.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Live the First Community Credit Union Mission, Vision and Values within the organization and our communities.

Support an energetic, world-class service and sales culture that continually strives to improve the way we serve our members.

Plan and execute local community events, including setup, teardown, staffing coordination, promotional material preparation, and post-event analysis, with occasional offsite, evening, and weekend work as needed.

Coordinate tradeshow and professional conference logistics, including booth materials, swag coordination, scheduling, and follow-up communications.

Provide day-to-day administrative and office support for the Marketing Department, including scheduling, vendor communication, invoice processing, and management of marketing supplies and promotional inventory.

Coordinate the distribution of marketing materials, signage, and merchandising to branch locations.

Support advertising campaigns and community sponsorships which include local sports marketing partnerships with minor-league teams.

Create, edit, post/upload and maintain marketing content across digital and traditional channels, ensuring compliance with financial industry regulations.

Make updates to website pages using Umbraco CMS, including text changes, image updates, and content adjustments (training provided).

Support the credit union's HubSpot platform by assisting with contact management, campaign setup, email template creation, and workflow testing.

Produce and support graphic design, video, and audio work using Adobe Creative Cloud (Photoshop, Illustrator, InDesign, and Premiere), applying industry-standard design practices.

Use AI-powered marketing tools appropriately, leveraging technology to improve efficiency while maintaining accuracy and compliance.

Track marketing campaign performance, maintain project documentation, and assist with reporting metrics to credit union leadership.

Research marketing trends, competitive positioning, and emerging technologies relevant to community financial institutions.

Maintain professional communication with members, vendors, and internal staff at all times.

Follow all state and federal laws and regulations pertaining to financial institution marketing and advertising.

Assist in promoting a positive credit union image during work hours and at all community events.

Perform other duties and responsibilities as assigned or deemed necessary in order to meet the credit union's goals and objectives.

Requirements

Required Knowledge, Skills, and Abilities

Detail-oriented with strong organizational and time management skills.

Ability to plan, coordinate, and support event logistics, including transporting required materials, setting up, and tearing down of events and displays.

Strong written and verbal communication skills while possessing an analytical mindset and being a creative thinker.

Professional demeanor with the ability to represent the credit union at public events.

Comfortable learning and using new digital tools, platforms, and software applications.

Familiarity with HubSpot, Adobe Creative Cloud, or comparable marketing software preferred but not required.

Self-motivated and able to work independently with appropriate supervision.

Team-oriented and able to collaborate across departments.

Basic knowledge of Microsoft Office applications (Word, Excel, PowerPoint).

Willingness to learn about the financial services industry regulations and compliance requirements.

Availability to work occasional evenings and weekends for events, tradeshows, and/or community engagements.

Must have reliable transportation.

Education and Experience

This position requires a high school diploma or equivalent. An Associate degree in Marketing, Business Administration, Communications, Graphic Design, or a related field is preferred, or an equivalent combination of education and experience. Previous work experience in event planning, administrative support, marketing, communications, customer service, or related areas is preferred but not required.