Location: Chesapeake, VA (onsite). This onsite Marketing and Events Coordinator role offers the chance to join a collaborative team focused on delivering professional, brand-aligned experiences. You will support day-to-day marketing activities, internal and external events, visits, employee engagement, trade shows, and brand-related administrative work, coordinating logistics and materials to ensure timely execution in line with DMS brand standards.
Position overview
The Marketing and Events Coordinator supports the day-to-day execution of marketing activities, internal and external events, customer and executive visits, employee engagement initiatives, trade shows, and brand-related administrative support. This role coordinates logistics, maintains marketing and event materials, provides onsite support, assists with media capture, and helps ensure all marketing and event activities are organized, timely, professional, and aligned with DMS brand standards.
Responsibilities
- 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.
- 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.
- 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.
- 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.
- Coordinating with External Customers and Affiliates to maintain strong working relationships with key customer stakeholders, influencers, and affiliate representatives to maximize project success.
- Performing Administrative Activities, including day-to-day administrative tasks and maintaining information files.
- Organizing, Planning, and Prioritizing Work by developing goals and plans to accomplish department and personal activities.
Requirements
- Active listening, complex problem solving, critical thinking, dependability, adaptability/innovation, and independence.
- Bachelor's degree in Event Management, Hospitality, Marketing, Communications, or a related field (preferred); or 5 years of 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.
ADA and work requirements
- Physical Demands: The role may require standing, walking, sitting, use of hands to finger, handle, or feel objects, reaching with hands and arms, climbing stairs, balance, kneeling, crouching or crawling, and speaking or hearing. The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities may be required, including close vision, distance vision, color vision, peripheral vision, and depth perception.
- Work Environment: The work setting may expose the employee to weather conditions with a moderate noise level.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
