Marketing Project Coordinator

OVERVIEW: 

Our growing company is looking for a motivated Marketing Coordinator who is highly organized, detail oriented, and a great communicator to join our marketing team. You will be responsible for coordinating marketing content and executing tasks to support our institutional marketing efforts. Being able to work under pressure with tight deadlines is a must. Your attention to detail, excellent command of the English language, and strong organizational skills will be beneficial in this position.

As a coordinator, you will assist the Chief Marketing Officer, and work closely with Marketing Directors, Managers and Project Manager with administrative and organizational tasks.

The ideal candidate understands that this is an entry level position with administrative responsibilities but is interested in the project management track. As an added benefit, the employer will cover the expense of a Certified Associate in Project Management® certification and exam through the Project Management Institute and will provide training on Wrike. You will be expected to apply this knowledge to your role.

RESPONSIBILITIES:

ADMINISTRATION:

• Scheduling meetings and recording and distributing meeting minutes
• Assisting executives and marketing directors with developing
• PowerPoint presentations, spreadsheets, and other documents
• Owning our shared team calendars (Team Attendance, Manager Meetings, etc.) and making updates as needed
• Owning our companywide office directory spreadsheet and Google Map for Howard Hanna and partner companies, and making updates as needed, including monthly updates with regional marketing directors and state presidents
• Supporting the Events team when needed, including but not limited to:
  • Sorting and cleaning up spreadsheets
  • Coordinating purchases and shipments of mass quantities
  • Creating files using mail merge/data merge for needs like photo directories, name tags etc.
  • Stuffing envelopes, packing boxes, and shipping/mailing
  • Working corporate events including but not limited to Awards, HannaCon, Fall Summits, and Managers Advance
• Executing recurring tasks, including but not limited to:
  • Daily:
    • Joining CMO and marketing directors in recurring team meetings, and additional meetings as requested, to assist with notetaking and follow-up
    • Monitoring multiple email inboxes (Marketing, H-Suite Feedback, etc.), and responding or taking action when needed
  • Monthly:
    • Attending monthly Town Hall meetings and noting pertinent information and testimonials that could be translated to a marketing message for us to develop further
    • Updating monthly MSA agreement documentation with one of our partners, HSA Home Warranty
  • Quarterly:
    • Updating RPR office roster
  • Annually:
    • Updating HR documents, including employee handbooks for all markets
    • Oversee annual file organization and archiving
• Compiling and submitting marketing campaigns and materials for annual awards and contests including but not limited to: Exhibit Awards, LeadingRE Awards, MarCom Awards
• Owning and updating operations documents for both the Marketing team and the company, including but not limited to:
  • Who’s Who in Marketing, and communicating major changes to the Marketing team
  • Marketing Onboarding document, as well as communicating any changes to processes or shared accounts to the Marketing team
  • Marketing Team In-office Schedule, and communicating quarterly updates to HR
• Responsibilities by request or as needed
  • Add/update/remove H-Suite documents
  • Audit Quantum Postcards Plus for changes to copy, logos, disclaimers, etc.
  • Assisting CMO and marketing directors with creation and approval of purchase orders and invoices
  • Managing printer maintenance and supplies (paper and ink inventory)
  • Owning the WB Mason account and ordering office supplies
• Occasional travel to join meetings and/or events where administrative support is necessary, primarily between Pittsburgh and Cleveland but possibly other markets if needed

PROJECT COORDINATION:

• Onboarding and training new Marketing employees on company and department procedures, and ensuring they have all necessary technological equipment and office supplies upon their start date
• Utilize Wrike to create blueprints from past projects and tasks, and initiate new projects from blueprints
• Upon project completion, review and adjust blueprints to continually optimize processes for maximum efficiency
• Coordinate requests from Relocation, Human Resources, Purchasing & Operations, and Executive teams from start to finish

QUALIFICATIONS:

• Bachelor’s or associate degree in project management, business administration, marketing, communications or any related field
• Willing and interested to learn the basics of project management
• Experience in the creative/marketing industry working with in-house teams preferred but not required
• Detail oriented and organized enough to deliver pixel perfect quality, on time
• Hands-on, self-driven, highly motivated, and team oriented
• Fast learner with a passion for processes and multi-tasking
• Experience in customer service or other people-oriented fields desired
• Proficient in Microsoft programs, including Word, Excel, PowerPoint, Outlook, Teams
• Exceptional written and verbal communication skills
  Ability to work independently and within a team environment
  Working knowledge of Adobe Suite and/or Canva preferred but not required
• Comfortable communicating by any means necessary, including by phone, email, Slack/instant message/chat, text, etc.

To apply please email resumes to: anzifalchetti@howardhanna.com