JOB SUMMARY:
The Coordinator, Marketing Operations is a high-trust role that combines executive support, project coordination, operational administration, and departmental resource development. This position is responsible for helping the Chief Marketing Officer and the broader Marketing department operate efficiently, accurately, and consistently.
The Coordinator provides comprehensive executive support to the CMO, including calendar management, travel coordination, expense management, and meeting preparation. The role also coordinates defined marketing projects and creative production activities, supports budget and procurement processes in partnership with the Senior Manager of Marketing Operations, and drafts, edits, and maintains departmental resources such as process guides and reference materials.
Working closely with Marketing, Finance, Procurement, vendors, and other cross-functional partners, the Coordinator tracks details, deadlines, decisions, and dependencies to ensure work is completed accurately and on schedule.
Success in this role requires exceptional attention to detail, strong written communication and document-editing skills, intellectual curiosity, a service-oriented mindset, and the poise and professionalism to engage effectively with senior leaders. The Coordinator must be able to assess situations, anticipate potential issues, and use initiative and sound judgment to prevent or resolve problems.
RESPONSIBILITIES:
Executive Support for CMO
- Manage calendar of internal and external meetings, including evaluating requests, scheduling and rescheduling appointments, resolving conflicts, protecting time for priority work, and ensuring the CMO is prepared for upcoming commitments.
- Coordinate virtual and in-person meeting logistics, including room or conferencing setup, participant communications, agendas, briefing materials, and other required resources.
- Arrange and manage domestic and international travel, including transportation, accommodations, relevant documentation, and changes or disruptions.
- Prepare and submit expense reports accurately and on time, ensuring compliance with organizational policies.
- Handle confidential and sensitive information with discretion, professionalism, and sound judgment.
- Track commitments, decisions, and follow-up items arising from meetings or correspondence and help ensure that appropriate actions are completed.
Marketing Operations and Project Coordination
- Serve as the first point of contact for day-to-day marketing support inquiries, assessing requests, providing relevant information, and connecting colleagues with the appropriate resources or staff.
- Coordinate defined marketing projects and production activities by developing or maintaining schedules, tracking deliverables and approvals, monitoring dependencies, documenting decisions, and following up with stakeholders to keep work moving.
- Coordinate with internal teams and external printing or production vendors on estimates, schedules, specifications, proofing, approvals, and delivery logistics.
- Draft, edit, format, and maintain clear, accurate, and user-friendly departmental resources, including process guides, reference materials, and presentations.
- Maintain organized departmental archives, shared drives, and internal documentation so that information is current, accessible, and easy to navigate.
- Manage departmental supply and equipment orders, including purchasing, delivery tracking, inventory updates, and issue resolution.
Budget and Procurement Coordination
- Pull and organize recurring and ad hoc budget reports.
- Conduct initial budget reviews, including coding checks, transaction research, basic reconciliations, and identification of discrepancies, before escalating complex issues to the Senior Manager of Marketing Operations.
- Initiate and track purchase requests, vendor setups, contracts, and renewals in accordance with procurement requirements and timelines.
- Review statements of work, quotes, approvals, and other supporting materials for completeness and accuracy before submission.
