Senior Field Marketing Specialist

📋 Description

• • Own end-to-end coordination of event materials and branded merchandise for global field programs and corporate events, including tablecloths, signage, apparel, giveaways, swag kits, and booth materials.
• • Maintain a global inventory of event materials, tracking stock levels, identifying reorder needs, and managing retirement or refresh cycles to prevent last-minute shortages.
• • Coordinate shipping, fulfillment, and delivery logistics for all field events and corporate programs, managing carrier relationships, tracking shipments, and confirming deliveries on time and in full.
• • Manage return, storage, and reconciliation of event materials post-event to ensure accurate inventory records and future readiness.
• • Partner with the brand and design team to ensure all physical event materials are current, on-brand, and aligned with Horizon3.ai’s enterprise positioning.
• • Process all field and events marketing procurement requests through company systems, including vendor setup, purchase order creation, invoice tracking, and budget coding.
• • Serve as primary point of contact for event vendors, print houses, promotional product suppliers, and fulfillment partners, managing relationships, timelines, and quality standards.
• • Obtain, compare, and evaluate vendor quotes, identify cost variances, and provide cost-efficiency recommendations to field and events team leads.
• • Track and reconcile all field marketing expenses to support accurate budget reporting and end-of-quarter financial reconciliation.
• • Support contract and SOW processing for event vendors and venues in coordination with legal and finance teams to ensure documentation completeness and approvals prior to commitments.
• • Provide administrative support to field marketing and events managers across AMER and EMEA, including event registrations, attendee list management, speaker and sponsor coordination, and internal communications.
• • Manage logistics for event platforms and tools, including booth registrations, badge orders, lead retrieval device rentals, and exhibitor service kit submissions for major conferences and tradeshows.
• • Maintain organized, up-to-date program documentation in the team’s project management system, including event calendars, shipping trackers, vendor contacts, and materials inventories.
• • Triage and fulfill internal requests for branded materials, event supplies, and field program support, setting clear expectations on timelines and following through to completion.
• • Support onboarding and coordination of temporary event staff or contractors for flagship programs as needed.
• • Collaborate with the brand and design team to manage production timelines for event-specific creative assets and printed materials.
• • Partner with marketing operations and finance to ensure all procurement activity is correctly coded, tracked, and reported against assigned budget lines.
• • Assist the Corporate Events Manager and field marketing managers with logistics for flagship programs including Black Hat, RSA, Gartner SRM, Global Partner Conference, User Conference, and Customer Advisory Board.
• • Proactively communicate with internal stakeholders on shipping status, material availability, procurement timelines, and risks to program readiness.
• • Travel up to 15% to support flagship corporate events and key field programs, with expenses reviewed and approved by manager.