Responsibilities

• Project Coordination Support: Provide day-to-day coordination support to the Project Manager and marketing team by organizing tasks, maintaining visibility of work in progress, and helping ensure projects move forward as planned.
• Meeting & Schedule Management: Coordinate and schedule meetings across teams and vendors, prepare agendas or materials as needed, and document key takeaways and action items to support alignment and follow-through.
• Intake & Work Intake Processing: Manage incoming project requests by gathering required information, ensuring completeness, and routing requests to the appropriate team members in alignment with established processes.
• Project Tool Administration: Maintain and update the project management system (e.g., Wrike) by creating and updating tasks, tracking progress, and ensuring information is accurate, current, and accessible to stakeholders.
• Task Tracking & Follow-Up: Monitor task progress and proactively follow up with team members on deadlines, deliverables, and outstanding items to help reduce delays and keep projects on track.
• Workflow & Approval Coordination: Facilitate established review and approval processes by routing deliverables to appropriate stakeholders, tracking feedback, and ensuring timely completion of approvals.
• Vendor & Logistics Support: Coordinate logistical aspects of vendor involvement, including scheduling, deliverable tracking, and communication support to ensure alignment with project timelines and expectations.
• Documentation & Record Keeping: Maintain organized and up-to-date project documentation, including timelines, assets, and status updates, to ensure transparency and continuity across the team.
• Process Adherence & Continuous Support: Follow established project management processes and support their consistent application, while identifying opportunities to improve efficiency and escalating suggestions to the Project Manager.

Requirements

• Knowledge – Project Coordination Processes – Understanding of project coordination workflows, including task tracking, scheduling, intake, and execution support within a marketing or similar environment.
• Knowledge – Project Management Tools – Knowledge of project management systems and how to maintain accurate, real-time project data within them.
• Knowledge – Workflow & Intake Management – Familiarity with structured intake processes, work routing, and maintaining consistency in project initiation and tracking.
• Knowledge – Documentation & Records Management – Knowledge of effective documentation practices to ensure organized, accessible, and accurate project information.
• Knowledge – Cross-Team Workflows – Awareness of how work moves across stakeholders and departments in a collaborative environment.
• Skills – Coordination & Scheduling – Ability to coordinate meetings, timelines, and logistics across multiple stakeholders and competing priorities.
• Skills – Project Tracking & Accuracy – Skill in maintaining up-to-date project data, monitoring progress, and identifying gaps, delays, or inconsistencies.
• Skills – Clear Communication & Follow-Up – Strong communication skills to provide updates, reminders, and proactive follow-through with stakeholders.
• Skills – Workflow Support – Ability to support structured workflows, including intake, routing, review, and approval processes.
• Skills – Organization & Detail Management – Skill in managing detailed information accurately while balancing multiple concurrent tasks.