Marketing Project Coordinator

Description

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

• Bachelor's degree in Marketing, Communications, Arts Administration, Business, or related field.
• 2-5 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…