Marketing Assistant in Wheeling, Illinois at Swan Analytical USA INC

The Marketing Assistant plays an integral role in supporting Swan Analytical USA’s marketing and event initiatives, with a primary focus on the planning, coordination, and execution of tradeshows, conferences, and industry events across the United States. This position serves as a central point of coordination between marketing, sales, operations, and external vendors to ensure seamless execution and consistent brand representation.

This role requires a highly organized, detail-oriented individual who can manage multiple concurrent projects, anticipate needs, and proactively solve problems in a fast-paced environment. The ideal candidate is comfortable balancing logistical coordination with creative marketing support and is willing to travel to support onsite event execution.

Tradeshow & Event Planning and Execution

• Support the end-to-end planning and execution of national and regional tradeshows, conferences, and industry events

• Develop and maintain detailed event project plans, timelines, and checklists to ensure all deadlines and deliverables are met

• Coordinate all event logistics including booth selection, registration, shipping and receiving, travel arrangements, and on-site services

• Serve as the primary point of contact for external vendors such as event organizers, freight carriers, booth builders, and promotional suppliers

• Prepare and organize all tradeshow materials including booth displays, signage, literature, giveaways, and technical equipment

• Oversee packing, shipping, tracking, and return of tradeshow materials to ensure timely delivery and cost efficiency

• Provide onsite event support including booth setup, teardown, and day-to-day operations (25–50% travel required, including occasional weekends)

• Troubleshoot and resolve onsite issues quickly and professionally to ensure a positive brand experience

Inventory & Asset Management

• Maintain accurate inventory of tradeshow materials, branded merchandise, promotional items, and marketing collateral

• Track usage, condition, and replenishment needs of all event-related assets

• Coordinate reordering and production of materials as needed while managing budgets and timelines

• Ensure all materials align with current brand standards and messaging

Marketing & Content Support

• Assist in the development, coordination, and scheduling of social media content related to tradeshows, conferences, product launches, and company initiatives

• Collaborate with internal stakeholders and external partners to produce marketing collateral including brochures, presentations, email campaigns, and digital assets

• Work closely with designers, printers, and vendors to ensure high-quality production and adherence to brand guidelines

• Provide administrative and executional support for broader marketing campaigns and sales enablement initiatives

• Assist in maintaining consistency of messaging and branding across all channels and materials

Event Performance Tracking & Reporting

• Track key performance metrics for tradeshows and events, including lead generation, attendance, engagement, and return on investment

• Compile and analyze post-event data to evaluate effectiveness and identify opportunities for improvement

• Prepare detailed post-event reports and summaries for marketing leadership and sales teams

• Maintain organized documentation of past events, learnings, and best practices

Internal Marketing & Employee Engagement

• Assist in planning and coordinating internal company events, celebrations, and team-building activities

• Support internal marketing initiatives that promote company culture, employee engagement, and organizational communication

• Help develop and distribute internal communications related to events, marketing campaigns, and company announcements

• Collaborate with HR and leadership teams on initiatives that enhance employee experience and brand culture

Preferred Skills & Qualifications

• Strong organizational and project management skills with exceptional attention to detail

• Proven ability to manage multiple projects, priorities, and deadlines simultaneously in a fast-paced environment

• Excellent written and verbal communication skills with the ability to interact professionally with internal teams and external partners

• Experience coordinating events, logistics, or vendor relationships is highly preferred

• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word); familiarity with marketing, design, or content tools (e.g., Canva, Adobe, or social media platforms) is a plus

• Self-motivated and proactive, with the ability to work independently while contributing to a collaborative team environment

• Strong problem-solving skills and adaptability, particularly in dynamic event settings

• Willingness and ability to travel (25–50%) for tradeshows and events, including occasional evenings and weekends

What We Offer

• Opportunity to grow within a global, technically driven organization with a strong industry reputation

• Hands-on experience managing and executing national-level tradeshows and industry events

• Exposure to diverse markets including industrial, municipal, and life sciences sectors

• Collaborative and supportive team environment with opportunities for professional development

• Competitive compensation and comprehensive benefits package