This is a remote position, however, please note we only hire from the following states: NY, NJ, CT, DC, RI, MA, PA, MD.
Position Summary:
The Coordinator, Project Administration is responsible for supporting the delivery of marketing and communications projects through effective project management and interpersonal diplomacy. He/she/they will develop and track project schedules for the marketing and communications team, frequently reiterating to-dos for various team members and inserting themselves into the process if it helps advance the progress of a given project.
The Coordinator, Project Administration is the primary intake contact for requested marketing and communications activities and is responsible for weighing those requests against current team workloads and making recommendations to leadership for prioritization. He/she/they will also perform administrative tasks related to supporting the SVP, Marketing & Communications.
Essential Functions & Responsibilities:
Project Management
- Creates and manages timelines for development of all marketing assets and programs as dictated by SFA team leads and/or agency partners, including print and digital ads, postcards, brochures, emails, videos, and special projects.
- Facilitates adherence to timelines across cross-functional teams involved in each project through targeted communication to and appropriate pressure on stakeholders
- Identifies issues in timeline and elevates appropriately.
- Maintains working knowledge of all marketing projects underway, keeps up-to-date project status reports and actively participates in marketing team status meetings.
- Help support the Director of Buyer Relations, in buyer engagement plans, in collaboration with the marketing & communications team.
- Help support, in conjunction with the Director of Buyer Relations, the development and execution of the Hosted Buyer program, as well as other specialized buyer experiences.
- Provide support for the Director of Buyer Relations with relationship management with buyer aggregator groups, including associations, and buying groups.
Data and Asset Management
- Works with marketing team members to identify and upload digital assets to DAM and catalog for maximum searchability for both team and partners.
- Identifies 3rd party resources that are of value to SFA members; gathers information for publication on SFA website.
- Assist The Director of Buyer Relations in maintaining and organizing the buyer contact database, ensuring data accuracy and proper segmentation.
- Provide administrative assistance to the Director of Buyer relations for buyer qualification, registration of key buyers & networking program-Fancy Meeting You Here
Website Assistance
- Fulfills minor copy and image changes requested on the web site via CMS with oversight from marketing leadership.
Reporting
- Works with Digital Marketing, Brand Communications and Buyer Relations to create various performance reports and deliver to SVP, Marketing & Communications on a regular cadence.
Print Production Support
- As needed, liaison with print, digital and promotional vendors to understand capabilities, solicit job quotes, and coordinate bids.
Research Support
- Assists SVP, MarComm to gather feedback/input on various survey questionnaires from SFA staff before fielding.
- Conduct research and maintain accurate records of buyer engagement activities, tracking interactions and updating relevant databases for the Director of Buyer Relations
- Assist Director of Buyer Relations in gathering buyer contact information, trends, and engagement metrics.
SVP, Marketing and Communications Support
- Collects, reconciles, and uploads vendor invoices for SVP to approve
- Tracks actual expenses against budget; alerts SVP when costs exceed budget and liaisons with vendors as-needed to reconcile errors.
- Assists SVP with monthly expense reporting.
- Traffics contracts through legal review before routing to SVP for review and approval.
Position Qualifications:
- Bachelor’s degree, preferably in marketing, communications, or a related field.
- 3+ years of marketing experience.
- Strong organizational and project management skills.
- Excellent written and verbal communication skills.
- Strong analytical skills and ability to interpret data that will help to inform marketing strategies.
- Experience developing media plans and direct mail programs.
- Experience in developing influencer marketing campaigns and initiatives.
- High EQ – consummate team player, excellent collaborator, and clear, tactful communicator.
- Demonstrated ability to manage disparate personalities and opinions toward a common goal.
- Demonstrated ability to “manage up” in a succinct and meaningful way.
- Experience with project management software (Asana a plus but not required).
- Experience with marketing automation platforms (Hubspot a plus but not required).
- Experience with website CMS (Kentico a plus but not required).
Physical Demands & Work Environment:
The Association is headquartered in an office building in NYC, though the workforce is primarily home-based. This position is primarily remote but will require your presence in the office at various times. Regardless of location, job demands may require long periods of sitting; telephone work and/or computer work, as well as interactions with other staff members, external vendors and SFA external constituents. There will be periodic travel required both to industry events and for team and department meetings. Occasional lifting of heavy boxes up to 40 pounds may be required, particularly around events.
