Marketing and Events Coordinator

Marketing & Events Coordinator

The Marketing & Events Coordinator supports the day-to-day execution of DMS marketing activities, internal and external events, customer and executive visits, employee engagement activities, trade shows, and brand-related administrative support. This role is responsible for coordinating logistics, maintaining marketing and event materials, supporting onsite activities, assisting with media capture, and helping ensure marketing and event-related activities are organized, timely, professional, and aligned with DMS brand standards.

Main Responsibilities:

Marketing & Brand Support:

• Maintain and organize marketing materials, branded templates, brochures, signage, presentations, promotional items, photo/video assets, and other company materials.
• Coordinate updates to marketing materials, website content, social media content, and other communication channels as directed.
• Assist with formatting, proofreading, editing, and preparing internal and external materials to support consistency, professionalism, and alignment with DMS brand standards.
• Support the preparation of customer-facing, employee-facing, leadership, and stakeholder materials as requested.
• Coordinate printing, ordering, shipping, inventory, and distribution of marketing materials, promotional items, event supplies, and branded assets.
• Maintain organized files, templates, contact lists, vendor information, photo libraries, and recurring marketing deliverables.

Events, Visits & Employee Engagement:

• Coordinate hotel reservations, lodging logistics, transportation, meeting space, catering, visitor schedules, room setup, materials, and related arrangements for special events and incoming guests.
• Provide onsite event oversight and day-of support in collaboration with internal stakeholders, including the DMS Enthusiasts Committee and other event teams.
• Support planning and execution for employee engagement activities, company celebrations, visitor experiences, and internal events.
• Assist onsite in Chesapeake with photography and videography for internal and external use.
• Help ensure events are well-organized, professional, welcoming, and reflective of DMS culture and brand.

Trade Show & External Event Coordination:

• Support trade show and external event planning, including registration, booth preparation, shipping/logistics, materials ordering, vendor coordination, travel support, setup, tear-down, and post-event follow-up.
• Track trade show requirements, deadlines, attendee information, shipments, booth assets, promotional materials, and related deliverables.
• Coordinate with Business Development, leadership, vendors, and external partners to support timely and effective event preparation.
• Assist with preparation of event briefing materials, attendee lists, schedules, talking points, and other support materials as directed.
• Maintain trade show and event records, including vendor contacts, lessons learned, recurring deadlines, and inventory of reusable materials.

Administrative & Project Coordination:

• Track marketing, event, and brand-related projects to help ensure deadlines, approvals, and deliverables are met.
• Coordinate with internal departments, vendors, external partners, and employees to confirm attendance, timelines, materials, requirements, and follow-up items.
• Support scheduling, purchasing, invoice coordination, materials ordering, meeting preparation, and other administrative tasks related to marketing and events.
• Provide administrative support for leadership communications or external partner coordination as requested, such as scheduling meetings, organizing materials, preparing agendas, and tracking action items.
• Help maintain calendars, project trackers, event plans, communication plans, and related documentation.
• Perform other related duties as assigned.

Work Activities:

• Coordinating with External Customers and Affiliates Maintaining strong working relationships with key customer stakeholders and influencers as well as affiliate representatives to maximize project success.
• Performing Administrative Activities Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Organizing, Planning, and Prioritizing Work Developing specific goals and plans to prioritize, organize, and accomplish department and self activities.

Skills:

• Active Listening Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Complex Problem Solving Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Critical Thinking Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Working Style:

• Dependability Job requires being reliable, responsible, and dependable, and fulfilling obligations.
• Adaptability/Innovation Job requires acting as change agent by providing alternative thinking to develop new ways of working
• Independence Job requires independent judgment, guiding oneself with little or no supervision, and depending on oneself to get things done.

Qualifications and Working Conditions:

• Bachelor's degree in Event Management, Hospitality, Marketing, Communications, or a related field preferred; or 5 years relevant experience.
• This position requires onsite presence in Chesapeake, Virginia.
• Occasional support outside standard business hours may be required for company events, executive visits, trade shows, or other scheduled activities.
• Occasional travel may be required to support trade shows, customer events, or other company activities.

American With Disabilities Specifications General Requirements of Employment

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand, walk, sit, use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance, stoop, kneel, crouch or crawl, talk or hear, taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities may be required by the job to include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment: Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee may be exposed to weather conditions. The noise level in the work environment is usually moderate.