Marketing Project Specialist

Fairfax EggBank is the industry leader in frozen donor eggs, partnering with over 450 clinics worldwide. Our rigorous donor screening protocols, scientific excellence, and commitment to compassionate care make us a trusted choice for clinics and families. We're proud to support diverse paths to parenthood, including LGBTQIA families, and offer unmatched service from start to finish.

Fairfax EggBank, a subsidiary of the Genetics & IVF Institute (GIVF), is looking for a highly organized, detail-oriented Marketing Project Specialist to support the Fairfax EggBank marketing team’s many projects.

About The Role

The marketing team is looking for an organized, detail-oriented individual who thrives on bringing clarity to chaos. As the Marketing Project Specialist, you’ll serve as the department’s “air traffic controller”—ensuring project briefs are clear, timelines are realistic, and deadlines are consistently met. You’ll manage competing priorities, coordinate across departments, and confidently engage with senior leaders to secure feedback and approvals.

This pivotal role drives execution across our partnerships, campaigns, and events. The ideal candidate is a proactive problem-solver, highly organized, and thrives on executing processes. Strong skills in Excel, project management platforms (Asana, Monday, Airtable, etc.), and clear communication are essential to succeed in this role.

Key Responsibilities:

The marketing team manages a high volume of internal requests for both B2B and D2C materials. This role will own the project management of those deliverables, ensuring clarity, efficiency, and timely execution.

• Ensure all necessary information and assets are provided at the outset of each request
• Define project scope, tasks, dependencies, and timelines
• Maintain and track timelines, deliverables, and milestones across initiatives
• Communicate effectively with stakeholders at all levels of the organization
• Document processes, workflows, and best practices to improve team efficiency
• Provide regular status updates and progress reports to stakeholders
• Monitor risks, blockers, and dependencies, escalating when needed

This role also supports the marketing team with key administrative and operational needs that are integral to the department’s success.

• Own daily and weekly reporting, ensuring numbers are accurate and verified
• Manage marketing assets, including final collateral, stock photos, logos, creative files, and other materials
• Maintain organized records of marketing vendors, contracts, and recurring expenses
• Process and track invoices, code expenses accurately, and liaise with the finance team as needed
• Prepare internal reports, recaps, and presentation decks for marketing initiatives
• Provide basic graphic design support (e.g., copy updates in Canva or Adobe Suite)
• Support the broader marketing team with administrative tasks such as expense reports, travel booking, and file organization

The Marketing Project Specialist will also play a key role in marketing and business development conferences and events. This position requires the ability to work from the office once a week (Wednesdays).

• Source conference materials, from branded swag to printed brochures
• Coordinate shipping and receiving of tradeshow materials
• Assist with event logistics and on-site support as needed
• Track orders and delivery timelines for all marketing collateral

Requirements:

Experience & Education:

• 2 years in a data entry, marketing, administrative, or project coordination role
• Bachelor’s degree preferred

Technical Skills:

• Proficiency in Excel, spreadsheet management, and Microsoft Office (Excel, Word, PowerPoint)
• Experience with project management tools (Asana, Monday, Airtable, Trello, etc.)
• Familiarity with design platforms such as Canva or Adobe Creative Suite
• Familiarity with CRM systems (HubSpot or Salesforce preferred, not required)

Core Strengths:

• Highly organized with excellent project management skills
• Able to move quickly, adapt, and learn on the job
• Resourceful, critical thinker who solves problems creatively
• Self-motivated and able to move projects forward with minimal oversight
• Clear, confident communicator who isn’t afraid to ask questions

Other:

• Ability to lift up to 25 lbs for shipping and receiving event materials

Additional Information:

·      Salary commensurate with experience

·      Must be within commutable distance to the Fairfax office

·      This is a hybrid position- 1 day a week is required to the Fairfax office

GIVF provides competitive compensation and generous benefits to our employees, including:

• Health, Dental and Vision insurance
• Flex Spending Account (FSA) and Health Savings Account (HSA) options
• Group term life insurance
• Short-term and long-term disability options
• 401K plan with employer match
• Paid parental leave
• Tuition reimbursement program
• Paid vacation and sick time
• Paid company holidays
• Job training and development opportunities

Why Join Fairfax EggBank?

This is a great opportunity to grow your career in marketing operations while contributing to a mission-driven team. At Fairfax EggBank, we combine scientific rigor with compassionate care to support families on their path to parenthood. You’ll be joining a collaborative, supportive environment where your attention to detail and operational excellence will truly make an impact.

How to Apply:

To apply, send your resume and a short cover letter to febjobs@fairfaxeggbank.com with the subject line “Marketing Project Specialist Application.”

Fairfax EggBank is an equal opportunity employer. We encourage applications from candidates of all backgrounds and experiences. EOE/M/F/D/V