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

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