Brand and Marketing Support Associate

Our client's Communications and Public Affairs Office is seeking a Conference, Brand & Marketing Support Associate to join its collaborative team. Reporting to the Chief Communications Officer, this role supports participation in conferences and events through the coordination, preparation, shipment, tracking, receipt, and maintenance of conference and branded materials.

In addition, the position assists with branding, marketing, promotional, and communications initiatives as organizational needs arise.

This temporary, in-office assignment is expected to last approximately 3 to 6 months and will require 24 to 30 hours per week , generally spread across three days per week . The position is based in AIR's Crystal City/Arlington, Virginia, office and requires on-site support during those days. The exact schedule will be determined based on operational needs.

Responsibilities:

The key responsibilities for the position include, but are not limited to, the following-

Conference and Event Support

• Work directly with project managers and other staff to understand upcoming conference needs, timeliness, material requirements, and delivery deadlines.
• Prepare, organize, pack, and coordinate shipment of conference materials to event locations, ensuring materials are complete, accurate, and shipped on schedule.
• Receive and process conference materials returned to the office following events.
• Maintain an accurate inventory and check-in/check-out system for conference materials, including signage, banners, tablecloths, displays, promotional items, giveaways, and other branded assets.
• Inspect returned materials to ensure they are clean, undamaged, properly stored, and ready for future use.
• Coordinate with appropriate internal staff and vendors when branded materials need to be cleaned, repaired, replaced, or reordered.
• Monitor inventory levels and coordinate the replenishment or ordering of promotional materials.
• Maintain and organize conference storage and inventory area so materials can be easily identified, located, and deployed.
• Track multiple conference requests simultaneously and proactively communicate with project managers regarding deadlines, shipments, inventory availability, missing materials, or potential logistical issues.

Branding and Marketing Support

• Assist with the coordination and distribution of client branded materials, promotional items, collateral, and other marketing assets
• Help ensure materials used for conferences and events are consistent with AIR branding and presentation standards.
• Support the organization, inventory, and maintenance of branded and marketing materials.
• Assist with ordering and fulfillment of promotional materials and branded merchandise, including coordination with internal staff and external vendors.
• Provide general administrative and logistical support for marketing, communications, branding, and special projects as assigned.
• Coordinate with Communications staff, project managers, designers, vendors and other internal stakeholders as needed to support branding and marketing activities.

Duties, responsibilities, and activities may change, or new ones may be assigned at any time based on evolving business needs.

Qualifications:

Education, Knowledge, and Experience

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• Minimum of 2 years of relevant experience supporting event coordination, conference logistics, marketing initiatives, administrative operations, inventory management, or related activities.
• Experience managing shipments, materials, inventory, and event logistics is preferred.
• Exposure to marketing, branding, communications, or promotional activities is preferred.
• Ability to lift and move up to 50 pounds of materials and equipment in support of conference, event, and marketing activities.

Skills

• Ability to maintain accurate records, inventories, and tracking systems.
• Strong problem-solving skills and ability to proactively identify and address logistical issues.
• Strong organizational skills and attention to detail, with the ability to maintain accurate records, inventories, and tracking systems.
• Ability to manage multiple priorities and deadlines in a fast-paced environment while remaining adaptable and flexible to changing business needs.
• Effective written and verbal communication skills, with the ability to build collaborative relationships across teams, vendors, and external partners.
• Team-oriented mindset with the ability to work independently, take ownership of responsibilities, and contribute to shared goals.
• Strong problem-solving skills with a proactive approach to identifying, addressing, and resolving operational and logistical challenges.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.