Marketing Coordinator

Marketing Coordinator

The Marketing Coordinator is a hybrid role at the heart of Quatela's integrated marketing team — equal parts on-the-ground content capture and operational hub. This person is responsible for capturing the in-clinic moments that fuel our brand presence across plastic surgery, medical spa, longevity, and hair restoration, and for keeping the day-to-day marketing operation running smoothly across project intake, scheduling, and recurring execution tasks.
This role is built for someone who is genuinely energized by both sides of the work: the creative scrappiness of capturing a clean before-and-after, a quick physician talking-head, or a procedural moment between clinic appointments — and the satisfaction of keeping a complex, multi-brand marketing department organized and on track. The Marketing Coordinator works closely with the Marketing Director and Creative Services Manager, and partners directly with physicians, injectors, and clinical staff.
The ideal candidate is organized, proactive, and comfortable moving between a clinic hallway and a desk. They have a sharp eye, sound judgment about what's brand-appropriate, and the discretion required to work in a premium medical aesthetics environment.
Key Responsibilities

The role is split roughly in half between content capture and marketing operations, with a smaller share dedicated to team and meeting support.
1. Content Capture & Coordination (approximately 50% of role)
The Marketing Coordinator owns content capture — filming, photographing, and on-site coordination. The Creative Services Manager owns editing, posting, and content calendar execution. The Coordinator hands raw content off for editing and publishing.
Planning & Coordination
Schedule content capture sessions based on outcomes from monthly content meetings
Create and share educational video outlines (hooks, talking points, structure) with physicians and providers
Coordinate scheduling of bi-monthly podcast recording sessions with physicians and vendor
Content Production
Own all in-clinic content capture across plastic surgery, medical spa, longevity, and hair restoration brands, including:
Before-and-after photography
Physician talking-head video
Procedural footage
Additional treatment-related content
Coordinate with physicians, injectors, and clinical staff for capture sessions, including scheduling, room setup, and patient consent confirmation
Publishing Support
Post real-time, in-the-moment content to Stories across all brand channels
Upload all raw content into Forecast for editing (assigned to the Creative Services Manager)
Flag high-performing before-and-after opportunities for future polished posts
Physician Personal Page Support (capped at 5 hours per week)
Edit and post personal-brand content for individual physicians using raw footage or images they have captured themselves
Apply consistent brand treatment to physician-submitted content
Maintain clear documentation of submitted content, turnaround times, and posting schedules
Brand & Consent Stewardship
Operate within established patient consent and HIPAA-compliant communication practices, with awareness of the distinction between practice-channel use and individual physician page use
Flag content requests that fall outside consent parameters or brand standards to the Marketing Director before capture or posting
2. Marketing Operations & Traffic Management (approximately 40% of role)
Project Coordination
Own the intake process for incoming marketing requests, ensuring each is properly logged, scoped, prioritized, and routed
Maintain and update team schedules in Forecast, reflecting accurate daily and weekly workloads for the Marketing Director and Creative Services Manager
Proactively identify scheduling conflicts, capacity issues, or timeline risks and flag them before they become problems
Track project progress across active initiatives, following up with internal stakeholders and other departments to keep deliverables on schedule
Coordinate with departments across the organization to manage incoming marketing requests, set realistic expectations, and communicate status updates
Asset & Content Operations Support
Organize and maintain digital asset libraries, ensuring captured and edited content is properly filed, labeled, and accessible to the full team
Support social media community management as needed, including flagging comments or inquiries for team review
Support content repurposing workflows, helping to distribute and adapt approved content across platforms according to established templates and guidelines
Website & Email Operations
Execute recurring website updates, including before-and-after photo uploads to website and staff sales tools (iPads), staff bios, and other routine content maintenance across all three brand sites
Support email marketing workflows, including list preparation, scheduling coordination, and deployment of approved campaigns within established automation systems
Maintain organized records of marketing activities, vendor contacts, project documentation, and campaign assets
Assist with vendor coordination for routine matters under the direction of the Marketing Director
3. Team & Meeting Support (approximately 10% of role)
Prepare agendas, notes, and follow-up documentation for weekly marketing L10 meetings in support of the Marketing Director
Track issues, to-dos, and rocks from L10 meetings, ensuring accountability items are documented and followed up on between sessions
Attend monthly content meetings alongside the Creative Services Manager
Serve as a reliable point of coordination between the marketing team and other internal departments
Support the onboarding of new processes, tools, or workflows as the marketing team evolves
Required Characteristics & Attributes

Content Capture Competencies

Working proficiency with smartphone video capture, basic lighting, and audio (external microphone use)
A trained eye for composition, lighting, and brand consistency — knows what "looks Quatela" and what doesn't
Comfort directing busy physicians and clinical staff through quick capture sessions with professionalism and warmth
Sound editorial judgment about what content belongs on a practice channel versus a personal page, and what shouldn't be captured at all
Familiarity with Instagram Stories, basic in-platform editing, and real-time posting workflows
Organizational & Operational Competencies

Exceptional organizational skills with the ability to manage multiple projects, deadlines, and stakeholders simultaneously without things falling through the cracks
Comfort with project management and resourcing tools — experience with Forecast, Harvest, or similar platforms strongly preferred
Strong attention to detail with a commitment to accuracy in all tasks, from scheduling updates to website content and asset management
Proactive communication style — keeps the team informed, asks clarifying questions early, and surfaces issues before they escalate
Interpersonal & Professional Qualities

Collaborative team player who thrives in a coordinating role and finds satisfaction in enabling others to do their best work
Clear and professional written and verbal communication, with the ability to represent the marketing team across departments and with physicians
Discretion and sensitivity when working with patient-related content, scheduling, and communications in a premium healthcare environment
Reliability and follow-through — a track record of meeting deadlines and honoring commitments
Comfort being the steady, calm presence between busy physicians and a planned marketing process
Growth Orientation

Genuine curiosity about marketing, content creation, and healthcare brand strategy
Openness to learning new platforms, tools, and responsibilities as the role evolves
Willingness to operate within established systems and processes while contributing ideas for improvement
Comfort working in a structured, accountability-driven environment consistent with EOS (Entrepreneurial Operating System) principles
Industry Alignment

Appreciation for premium brand standards and the care required when marketing in a medical aesthetics environment
Understanding of patient privacy, professional discretion, and HIPAA-compliant communication practices (training provided)