Marketing Project Specialist

Overview

Description

The Marketing Project Specialist plays a central role in keeping the Marketing department running smoothly across projects, vendors, partnerships, and communications. This position manages the day-to-day operational and administrative functions of the team while supporting key marketing initiatives including advertising, digital content, photoshoots, and partner relationships. The ideal candidate is highly organized, proactive, and comfortable working across departments in a fast-paced, deadline-driven environment.
Responsibilities

Lead Marketing Team meetings including agendas, facilitation, notes, and follow-ups
Manage timelines, approvals, and next steps across major marketing projects
Coordinate recurring internal communications such as staff updates and newsletters from content collection through distribution
Review incoming project requests, gather missing details, and follow up on outstanding action items and deliverables
Review marketing assets and vendor deliverables for accuracy before production or distribution
Submit and track all purchase orders and complete monthly expense reporting, including team receipt collection and job coding
Own the departmental budget tracker across all budget lines and assist with annual budget planning
Complete quarterly competitive market analysis to support strategic planning
Serve as the primary point of contact for vendors and advertising inquiries; review proposals, media kits, and contracts
Coordinate estimates, approvals, asset delivery, and invoicing across all vendor relationships
Manage recurring and periodic print, signage, and collateral orders
Maintain the advertising tracker and manage creative asset development and delivery on schedule
Serve as the primary point of contact for marketing partners; monitor marketing inbox, review contracts and proposals and submit pricing forms
Fulfill partnership agreements through ticket, voucher, or promotional asset coordination and delivery
Manage media and hospitality partnerships including outreach, trade agreements, asset delivery, and fulfillment
Create and maintain web listings and event pages for organizational programs and initiatives
Support planning, asset development, and promotion for recurring events and activations throughout the year
Plan and execute photoshoots including photographer scheduling, shot lists, prop sourcing, art direction, and final image delivery
Coordinate event and program photographers, maintain prop inventory, and archive and distribute photos to the team
Handle team ordering, shipping, interoffice mail, and supply needs
Assist with board-level reporting, annual marketing planning, award submissions
Experience / Qualifications / Requirements

1-2 years of experience in marketing, communications, or project coordination
Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously
Experience coordinating with vendors, purchase orders, and budget tracking
Excellent written and verbal communication skills, including drafting internal communications and professional correspondence
Detail-oriented with the ability to review contracts, proposals, and creative assets
Comfortable working cross-functionally and following up with stakeholders at all levels
Experience coordinating photoshoots and familiarity with digital content or web platforms preferred
Background in a museum, hospitality, entertainment, or cultural institution is a plus
Education

Bachelor's degree in Marketing, Communications, Business, or a related field preferred
Equivalent combination of education and experience will be considered

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