Marketing Project Coordinator

General Summary

The Marketing Project Coordinator supports the execution of integrated marketing and audience development initiatives by managing project timelines, workflows, approvals, and cross-functional coordination across Marketing, Creative Services, and institutional stakeholders. Reporting to the Director of Marketing, this role ensures that marketing and creative campaigns move efficiently from planning through execution and delivery. The Coordinator serves as the central hub for project tracking, deadline management, asset routing, and approval workflows, helping ensure all marketing initiatives are delivered on time, on brand, and aligned with strategic objectives. This position is essential to maintaining operational efficiency within the marketing department and supporting seamless collaboration between internal teams and external partners.

Essential Duties & Responsibilities
(Other duties may be assigned)

Project Management & Workflow Coordination

• Coordinate day-to-day workflow for marketing campaigns, ensuring timelines, deliverables, and dependencies are clearly tracked and met.
• Maintain and manage centralized marketing production calendars for campaigns, events, and institutional initiatives.
• Track progress of multiple concurrent projects across Marketing, Digital, Creative Services, Communications and external vendors.
• Identify scheduling conflicts, bottlenecks, and resource needs, escalating issues to the Director of Marketing as appropriate.

Campaign Coordination & Execution Support

• Support execution of integrated marketing campaigns including subscription, single-ticket, group sales, membership, exhibitions, and institutional initiatives.
• Coordinate campaign milestones across departments to ensure alignment of messaging, creative assets, and launch timelines.
• Assist in preparation and trafficking of marketing materials across print, digital, email, social media, and advertising channels.
• Ensure campaign assets are properly versioned, approved, and distributed to appropriate stakeholders.

Creative Services & Approval Management

• Serve as primary coordinator for creative asset routing between Marketing, Communications and Creative Services.
• Manage review and approval workflows for design, copy, and production materials.
• Track feedback cycles, consolidate revisions, and ensure final approvals are documented and implemented accurately.
• Maintain organized system for creative files, final assets, and approved campaign materials.

Cross-Functional Communication & Collaboration

• Act as liaison between Marketing, Creative Services, Programming, Development, Communications, Education, and Operations teams to ensure alignment on timelines and deliverables.
• Facilitate communication between internal stakeholders and external vendors or agencies as needed.
• Support coordination of meetings, campaign kickoffs, and status updates across departments.

Production & Asset Management

• Track and manage production schedules for marketing collateral including print materials, digital content, email campaigns, and advertising placements.
• Maintain organized systems for campaign assets, ensuring accessibility, version control, and proper archiving.
• Coordinate distribution of final marketing materials to internal teams and external partners.

Administrative & Operational Support

• Assist with documentation of campaign plans, timelines, and project briefs.
• Support budget tracking related to campaign production and marketing initiatives as needed.
• Help prepare reports on project status, deliverable completion, and campaign workflow efficiency.
• Provide general administrative support to the Director of Marketing and marketing leadership team.

QUALIFICATIONS

Education, Experience, Competencies and Core Values

Education/Experience

• Bachelors degree in Marketing, Communications, Arts Administration, Business, or related field.
• 25 years of experience in marketing, project coordination, communications, or agency/account management environment.
• Experience in a deadline-driven, multi-project environment strongly preferred.

Preferred Qualifications

• Experience in arts, cultural institutions, entertainment, or nonprofit marketing environments.
• Familiarity with CRM systems, email marketing platforms, and digital asset workflows.
• Basic understanding of design and creative production processes.
• Experience supporting integrated marketing campaigns with multiple stakeholders.

Competencies

To perform the job successfully, an individual should possess and demonstrate the following competencies:

• Analytical: Analyzes and interprets data and prepares accurate and insightful reports, statements and projections.
• Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in-group problem solving situations; uses reason even when dealing with sensitive topics.
• Technical Skills: Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and other standard office procedures and equipment.
• Oral Communication: Speaks clearly, confidently and persuasively in positive or negative situations; listens and gets clarification; participates constructively and thoughtfully in meetings. Maintains poise under pressure.
• Written Communication: Writes clearly and persuasively; presents information effectively.
• Teamwork: Contributes to building a positive team spirit; puts success of team above own interests; builds morale and group commitments to goals and objectives; supports others efforts to succeed; fosters a cooperative work environment.
• Quality Management: Improves and promotes quality; demonstrates accuracy and thoroughness. Demonstrates attention to detail, ability to multi-task, and commitment to achieve deadlines.
• Cost Consciousness: Works within approved budgets; develops and implements cost saving measures; contributes to positive revenue generation; conserves organizational resources.
• Diversity: Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; builds a diverse workforce.
• Ethics: Treats people with respect; keeps commitments; inspires the trust of others; works ethically and with integrity; upholds organizational values.

Organizational Core Values

• Collaborative: Work internally and externally to accomplish something together that we may not be able to accomplish separately to realize shared goals.
• Transparency: Behave and communicate in a manner that exudes openness and honesty.
• Excellence: A standard of performance that surpasses ordinary standards.
• Accountability: The acceptance and assumption of responsibility for actions, decisions and results.
• Patron-first: Place the patron at the center of our efforts.
• Integrity: A commitment to the highest standards, values and principles through every action and decision.

Physical Demands

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Regularly required to sit, use hands to handle objects, and talk or hear.
• Frequently required to reach with hands and arms.
• Occasionally required to stand, walk, and lift up to 25 pounds.
• Specific vision abilities required include close vision and color recognition.

Work Environment

• General office conditions with moderate noise levels.
• On-site presence required for events and high-traffic patron service times.

This position description reflects managements assignment of essential functions; it does not restrict additional tasks that may be assigned as needed.