Event Marketing Specialist

DOCUMENT STORAGE SYSTEMS INC•North Palm Beach, FL

20h•$65,000 - $80,000

About The Position

The Event Marketing Specialist is responsible for planning, coordinating, and executing DSS’s event marketing initiatives to drive pipeline generation and strengthen brand visibility within the federal healthcare technology market. Reporting to the Marketing Director, this role will initially receive training and knowledge transfer from the transitioning Event Manager before assuming full ownership of event operations for the division. Key responsibilities include managing and executing a portfolio of in-person and virtual events, coordinating trade show logistics, overseeing booth materials and promotional assets, and supporting sponsorship opportunities that align with marketing and business development goals. The role will also manage event-related budgets, assist with vendor negotiations, and ensure all event activities are integrated with HubSpot CRM to support lead capture, reporting, and attribution tracking. This position requires strong project management and organizational skills, the ability to manage multiple concurrent events, and a results-oriented approach focused on measuring return on investment through pipeline and revenue impact. The role is designed for a candidate with at least 2 years of B2B event marketing experience who demonstrates strong learning agility, initiative, and an ownership mindset.

Requirements

Must have B2B event marketing, trade show management, field marketing, or related role with demonstrated results
Proven ability to manage multiple projects simultaneously with competing deadlines and stakeholders
Experience planning and executing professional events: Conferences, trade shows, webinars, or corporate events
Some exposure to government contracting, healthcare IT, or enterprise technology preferred (we'll teach you federal nuances and VA landscape)
Experience with virtual events (webinars, digital conferences, product demos) and understanding of hybrid event strategies
Professional presence - represent DSS confidently at high-profile conferences. Comfortable being "the face of DSS" for virtual events. Strong on-camera presence, authentic communication style, and ability to think on your feet during live sessions required.
Basic experience with marketing automation or CRM platforms (HubSpot preferred, Salesforce, Marketo, or similar), comfortable learning systems quickly.
Strong project management: You're highly organized, detail-oriented, and can manage 15+ events simultaneously without dropping balls
Budget consciousness: You understand ROI and make smart spending decisions
Excellent communication: You can brief executives, train booth staff, negotiate with vendors, and write compelling event promotion copy
Tech-savvy: You learn new platforms quickly (virtual event tools, CRM systems, project management software)
Travel flexibility: Up to 30-40% travel during peak event seasons (March-June, September-November)
Proficiency with one or more: HubSpot, Salesforce, Marketo, Pardot, or similar marketing automation/CRM platforms
Familiarity with virtual event platforms: Wistia preferred, Zoom, ON24, Hopin, WebEx Events, or willingness to learn quickly
Microsoft Office Suite and Google Workspace: Strong proficiency (Excel, PowerPoint, Google Sheets essential)
Bachelor's degree in Marketing, Communications, Business, Hospitality, or related field equivalent or a combination of work experience and\or education will be considered.
2+ years in B2B event marketing, trade show management, field marketing, or related role with demonstrated results
2+ years of experience as an event or marketing coordinator
2+ years of experience coordinating trade shows or other professional events

Nice To Haves

Experience in healthcare, government, SaaS, or B2G industries
Knowledge of federal procurement cycles and government buying behaviors
Familiarity with account-based marketing (ABM) concepts
Previous exposure to VA, VHA, DoD, NIH, or federal healthcare stakeholder environments
Certification interest (CMP, DES) or event marketing professional development
Experience analyzing marketing data and creating performance reports
Experience with event registration tools: Cvent, Eventbrite, or comparable platforms
Comfortable with project management tools: Confluence/JIRA preferred, Asana, Monday.com, Smartsheet, Trello, or similar

Responsibilities

Event Planning & Execution (with progressive responsibility)
Trade Show & Conference Management
Execute end-to-end logistics for 8 major conferences with booth presence: range from large to small trade shows and conferences
Coordinate booth space registration, vendor services, shipping logistics, and on-site setup
Manage 10+ attend-only events and sponsorships with lead capture and relationship development focus
Collaborate with Senior Creative Design Manager on booth design, signage, presentations, and branded materials
Train and coordinate booth staff on messaging, lead capture protocols, and qualification criteria
Handle day-of event execution including problem-solving, vendor coordination, and attendee engagement
Virtual Event Program
Plan and execute up to 20 virtual events annually (up to 5 per quarter) including product demos, webinars, and executive roundtables
Coordinate with speakers, manage technical rehearsals, and ensure smooth day-of production
Be comfortable hosting webinars and interacting live with subject matter experts
Manage virtual event platforms (Wistia) to deliver engaging digital experiences
Build on-demand content library from recorded sessions for ongoing lead generation
Event Marketing & Promotion
Partner with Senior Communications Manager to develop multi-channel promotional campaigns to drive registration and attendance (email, social media, direct outreach)
Create pre-event and post-event marketing materials and nurture programs
Drive attendance targets: 40%+ for virtual events, booth traffic goals for in-person conferences
Marketing Operations & Attribution
CRM Integration & Lead Management
Integrate event data with HubSpot CRM for lead capture, scoring, and tracking
Partner with HubSpot Marketing Automation Specialist to build automated workflows and nurture sequences
Develop UTM tracking, campaign codes, and lead source taxonomy for multi-touch attribution
Coordinate lead handoff to Sales team with qualification notes and follow-up recommendations
Performance Tracking & Reporting
Track and report on event performance metrics: registration, attendance, engagement, MQLs, SQLs, pipeline influenced
Prepare quarterly event performance reports for Marketing Director and VP Sales and Marketing
Analyze event data to identify trends, optimization opportunities, and ROI
Maintain event calendar, vendor contact database, and operational documentation
Budget & Vendor Coordination
Support management of annual events budget under direction of Marketing Director
Track event spend against budget and maintain expense documentation
Assist with vendor contract negotiations and relationship management
Research and recommend cost-effective vendors, venues, and promotional item suppliers
Vendor & Stakeholder Coordination
Build and maintain relationships with booth builders, conference organizers, promotional vendors, and event platforms
Coordinate with internal stakeholders: Sales (meeting schedules, target accounts), Communications (messaging, CRM automation), Creative (design assets), Product (demos)
Support planning of executive roundtables and VIP experiences at conferences
Assist with identifying and submitting DSS speaking opportunities at industry conferences
Strategic Support & Continuous Improvement
Contribute to annual event marketing strategy aligned with revenue goals and VA fiscal calendar
Provide input on conference selection, sponsorship levels, and budget allocation based on performance data
Identify process improvements and efficiencies for event execution
Document best practices, lessons learned, and operational playbooks
Cross-Functional Collaboration
Partner with Senior Communications Manager on event messaging, press releases, and thought leadership content
Work with Senior Creative Design Manager on booth design, signage, presentations, and digital assets
Align with HubSpot Automation Specialist and Sales on target account lists, meeting schedules, lead handoff protocols, opportunity tracking
Coordinate with Product/Solutions teams on demo environments, technical requirements, product messaging
Assist with miscellaneous marketing activities as needed.
Additional activities may include supporting other marketing team members with various projects beyond events.
Travel unassisted up to 30% of the year in support of conferences and/or as directed by Management.