Marketing Project Specialist

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.

Requirements

Major Tasks and 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