Essential Functions & Responsibilities

Essential responsibilities and duties may include, but are not limited to, the following:

External Events — Conferences, Trade Shows & Exhibitions

• Develop and execute the annual events calendar for conferences and trade shows across the United States and Canada, aligned with sales and business development goals.
• Manage all aspects of event logistics including venue research, exhibitor registration, sponsorship opportunities, abstract submissions, travel coordination, booth setup, shipping, and on-site production.
• Coordinate with Product Development Engineers (PDEs) and directors to determine event participation, staffing, swag requirements, and engagement objectives.
• Oversee the development and maintenance of booth displays, banners, tablecloths, literature racks, and all physical event assets; manage inventory of booth boxes and coordinate shipping to/from events.
• Secure event staffing and manage all elements of on-site staff expectations including appearance, presentation materials, and lead capture processes.
• Track and report on event ROI, attendance, lead generation, and budget performance for each event.
• Onboard new PDEs to event expectations, processes, and materials; assist with gathering sizing and address information for sales kits.

Webinars, Lunch and Learns & Presentations

• Manage the end-to-end planning and execution of customer-facing webinars, including securing speakers, managing registration, coordinating rehearsals, overseeing show flow, and ensuring post-event follow-up.
• Coordinate with the digital marketing team to develop email campaigns, social media promotions, and paid advertising in support of webinar promotion and registration.
• Support PDEs in scheduling and delivering lunch and learns, which are primarily in-person presentations at client sites; occasionally coordinate virtual online presentations to specific companies as requested. Collect attendee information and manage issuance of PDH certificates to participants following each session.
• Maintain a content calendar for virtual events and help identify new webinar topics aligned with customer segments and market trends.

Annual Company Conference

• Serve as a key operational contributor to GSI’s annual internal conference, supporting logistics, communications, signage, swag coordination, vendor management, and attendee experience.
• Lead or support PDE meetings, director meetings, and awards coordination as assigned.
• Assist with sourcing entertainment, activities, and evening events; manage conference swag orders through designated vendors.
• Create and organize conference Box folders with relevant presentations, case studies, and supporting materials.

SWAG & Branded Materials Management

• Own the ordering, inventory management, and distribution of company SWAG and branded materials for events, sales kits, and new employee onboarding across all brands (GSI, Access Limited, RoadGuard, and affiliates).
• Manage the relationship with GSI’s primary SWAG vendor (Triple Crown) and other approved vendors; ensure orders are placed with appropriate lead times, ship with company FedEx accounts, and arrive on time.
• Maintain the marketing closet inventory; track outstanding orders and replenish stock proactively.
• Support new PDE onboarding with timely delivery of branded sales kits.

Industry Memberships

• Manage GSI’s portfolio of industry organization memberships (AGHP, DFI, and others), including renewals, member registration, and maximizing value from each membership (discounted event registration, sponsored presentations, etc.).
• Maintain an accurate and up-to-date membership Smartsheet tracking all active memberships, member allocations, and renewal timelines.

Graphic Design, Video & Creative Support

• Assist the marketing team with graphic design needs using tools such as Canva and Adobe Creative Cloud, including event materials, social assets, internal communications, and branded templates.
• Support video production needs across the marketing department, including coordination with freelance designers (e.g., Fiverr contractors) for specialized creative work.
• Create and maintain event webpages in WordPress; develop event-specific imagery and templates in Canva.
• Coordinate the ordering and production of banners and display materials through approved vendors (e.g., Ace Displays); manage vendor relationships and artwork files.

Proposal Support, Case Studies & Flyers

• Provide backup coverage and support for the Project Proposal Specialist, assisting with proposal formatting, document production, and time-sensitive deliverables as needed.
• Develop and maintain case studies and service flyers across GSI’s brands, ensuring accuracy, brand consistency, and timely updates; upload finalized materials to Mimeo and other distribution platforms.
• Collaborate with PDEs and subject matter experts to gather project information and translate technical content into compelling, client-facing written materials.
• This function serves as a valuable learning and development opportunity to develop deep knowledge of GSI’s services, brands, and markets — directly supporting career growth within the marketing department.

Digital Marketing Support

• Assist the digital marketing team with select content creation, email campaign coordination, and social media support as capacity allows.
• Provide event-related content — including photos, post-event highlights, and speaker quotes — to the social media and email team for distribution.
• Support broader marketing initiatives and campaigns as assigned by the Director of Digital Marketing.

Collaboration and Reporting

This role operates at the center of GSI’s marketing team and requires close cross-functional collaboration. The Marketing Specialist will work directly with PDEs and field-facing staff to ensure events are well-staffed, professionally represented, and supported with the right materials. You will partner with the digital marketing team to amplify event awareness through email and social channels, and coordinate with graphic designers, proposal specialists, and subject matter experts to deliver polished creative assets.

You will report directly to the Director of Digital Marketing and participate in regular team planning sessions, event debriefs, and marketing operations reviews. Reporting responsibilities include:

• Tracking and reporting on event attendance, cost-per-event, ROI, and lead generation outcomes.
• Maintaining the events calendar, membership Smartsheet, and SWAG inventory with current, accurate information.
• Providing post-event summaries and recommendations for continuous improvement.
• Supporting broader marketing reporting initiatives as requested.

Basic Qualifications

• Bachelor’s degree in Marketing, Communications, Business, Event Management, or a related field.
• 2+ years of experience coordinating in-person events such as conferences, trade shows, or exhibitions.
• Exceptional organizational skills with the ability to manage multiple concurrent events and deadlines without losing attention to detail.
• Strong written and verbal communication skills; able to communicate professionally with vendors, clients, and internal stakeholders at all levels.
• Demonstrated ability to work independently and take ownership of projects from planning through execution.
• Budget management and vendor negotiation experience.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Willingness to travel up to 25–30% to attend and support external events (conferences, trade shows, and exhibitions) across the United States and Canada.

Preferred Qualifications

• Experience with virtual event platforms and/or webinar production.
• Familiarity with graphic design tools (Canva, Adobe Creative Cloud) and/or CMS platforms (WordPress).
• Experience with CRM systems, marketing automation tools (e.g., Marketo), or project management platforms (e.g., Smartsheet).
• Background in or demonstrated curiosity about the construction, engineering, infrastructure, or geotechnical industries.
• CMP (Certified Meeting Planner) designation is a plus.
• Experience with branded merchandise ordering, vendor management, and inventory tracking.
• Comfort utilizing AI tools to accelerate creative production, document drafting, and administrative tasks.