Marketing Event Planning Intern Jobs in Rochester, NY

FULL TIME Buffalo Rd, Rochester, NY, US

3 days ago Requisition ID: 1263

At AeroSafe Global, we are reframing the last mile as the first moment of care. We are an integrated healthcare service partner solving the pharmaceutical industry’s complex challenges by bridging the gap between cold-chain logistics and the point of care. Our mission is to ensure the integrity and delivery of life-saving medicines to every patient.

Are you a master of spreadsheets, a scheduling wizard, and someone who thrives on turning chaos into perfectly executed experiences? We are looking for a highly organized, high-energy Marketing Events Manager to manage our event footprint.

This is a hybrid role with a clear 70/30 split: Approximately 70% of your focus will be dedicated to driving our high-impact external trade show marketing and logistics, while the remaining 30% of your time will be focused on executing internal corporate events and company-wide communication.

From coordinating high-stakes trade show booths that drive sales leads to managing the seamless rollout of invitation campaigns for internal events, you will ensure every initiative runs smoothly, stays on budget, and reflects our brand perfectly.

• End-to-End Logistics: Coordinate the shipping of booth assets, shipping/handling, rigging, electrical, and AV setups while strictly adhering to venue and union guidelines.
• Vendor Coordination: Serve as the primary point of contact for booth builders, printers, exhibit houses, and promotional swag vendors.
• Booth Experience & Branding: Assist in designing the physical booth layout, ordering promotional items, and ensuring all signage is on-brand and up-to-date.
• Staffing & Travel Management: Manage hotel room blocks and on-site schedules for executives and sales teams attending the shows.
• Lead & Marketing Support: Work with the marketing team to execute pre-show promotional campaigns and ensure post-show leads are promptly routed to the sales team.

• Internal Email Deployment: Own the technical setup, formatting, and scheduling of all internal event emails (save-the-dates, official invitations, reminders, and post-event recaps) within Outlook using approved assets provided by leadership.
• List & RSVP Management: Maintain and track RSVP data, manage registration caps, and provide regular attendance updates to stakeholders.
• Company Culture Initiatives: Concept, plan, and execute employee-facing events including holiday parties, summer outings, milestone celebrations, and team-building activities.
• Corporate Meetings: Manage logistics for key internal meetings such as town halls, and executive board meetings (including AV setup, catering, and on-site coordination).
• Venue & Vendor Sourcing: Scout and book off-site locations, manage catering menus, and source internal corporate gifts.

• Budget Tracking: Track event expenditures meticulously across both tracks, processing invoices and ensuring all events stay within their allocated budgets.
• Contract Administration: Assist in reviewing and organizing vendor and venue contracts, keeping track of deposit deadlines and cancellation policies.
• Inventory Management: Maintain organized storage of all marketing event collateral, booth graphics, and company swag.

• Experience: 2-3 years of experience in event planning, corporate meeting coordination, marketing logistics, or administrative support.
• Organization: Elite project management skills; you are someone who lives for checklists and never lets a detail slip through the cracks.
• Communication & Execution: Exceptional interpersonal skills; comfort collaborating with cross-functional teams to gather provided communication content and execute campaigns exactly to specification.
• Problem-Solving: A "cool under pressure" attitude; you are a proactive problem solver when unexpected event-day challenges arise.
• Tech Savvy: Proficiency with Microsoft Office, project management tools (Asana), and experience setting up templates and managing lists within email marketing/CRM platforms (HubSpot).
• Travel: Willingness to travel up to 10% to manage on-site execution at major trade shows.

We offer a competitive benefits package, including employer contributions towards health insurance, vision coverage, and 401(k) retirement savings plans. Other benefits offered include but are not limited to:

• Life/AD&D insurance
• Worksite Voluntary Plans (Accident, Critical Illness, Hospital Indemnity insurance)
• Flexible Spending Accounts
• Health Savings Account
• PTO policy
• 10 Paid Holidays per year

While performing the duties of this job, candidates will be required to sit and walk around; use hands to finger, handle or feel objects, tools, or controls (some repetitive motion); and talk or hear. Also, occasionally will be required to stand, walk, reach with hands and arms, bend, stoop, kneel, and crouch and lift and/or move up to 40 pounds. Specific vision abilities required by this job include some close vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• PC, telephone, and other office equipment

Normal office environment.

AeroSafe Global provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.