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About the Role

The Coordinator, Marketing Operations is a high-trust role that combines executive support, project coordination, operational administration, and departmental resource development. This position is responsible for helping the Chief Marketing Officer and the broader Marketing department operate efficiently, accurately, and consistently.

Responsibilities

Manage calendar of internal and external meetings, including evaluating requests, scheduling and rescheduling appointments, resolving conflicts, protecting time for priority work, and ensuring the CMO is prepared for upcoming commitments.
Coordinate virtual and in-person meeting logistics, including room or conferencing setup, participant communications, agendas, briefing materials, and other required resources.
Arrange and manage domestic and international travel, including transportation, accommodations, relevant documentation, and changes or disruptions.
Prepare and submit expense reports accurately and on time, ensuring compliance with organizational policies.
Handle confidential and sensitive information with discretion, professionalism, and sound judgment.
Track commitments, decisions, and follow-up items arising from meetings or correspondence and help ensure that appropriate actions are completed.
Serve as the first point of contact for day-to-day marketing support inquiries, assessing requests, providing relevant information, and connecting colleagues with the appropriate resources or staff.
Coordinate defined marketing projects and production activities by developing or maintaining schedules, tracking deliverables and approvals, monitoring dependencies, documenting decisions, and following up with stakeholders to keep work moving.
Coordinate with internal teams and external printing or production vendors on estimates, schedules, specifications, proofing, approvals, and delivery logistics.
Draft, edit, format, and maintain clear, accurate, and user-friendly departmental resources, including process guides, reference materials, and presentations.
Maintain organized departmental archives, shared drives, and internal documentation so that information is current, accessible, and easy to navigate.
Manage departmental supply and equipment orders, including purchasing, delivery tracking, inventory updates, and issue resolution.
Pull and organize recurring and ad hoc budget reports.
Conduct initial budget reviews, including coding checks, transaction research, basic reconciliations, and identification of discrepancies, before escalating complex issues to the Senior Manager of Marketing Operations.
Initiate and track purchase requests, vendor setups, contracts, and renewals in accordance with procurement requirements and timelines.
Review statements of work, quotes, approvals, and other supporting materials for completeness and accuracy before submission.

Requirements

Exceptional attention to detail
Strong written communication and document-editing skills
Intellectual curiosity
Service-oriented mindset
Poise and professionalism to engage effectively with senior leaders
Ability to assess situations, anticipate potential issues, and use initiative and sound judgment to prevent or resolve problems

Skills

Executive support
Project coordination
Operational administration
Departmental resource development
Calendar management
Travel coordination
Expense management
Meeting preparation
Budget and procurement processes
Document editing
Information organization
Vendor management
Procurement requirements
Timelines
Statements of work
Quotes
Approvals