Marketing Coordinator

Position Summary  

Supports day-to-day activities, logistics, and administrative functions of the Marketing Department for assigned programs and events. Assists with the coordination and execution of marketing campaigns, advertising placements, promotional initiatives and departmental operations. Responsible for preparing marketing settlements, managing invoice processing and payment tracking, maintaining budget documentation, and supporting vendor and partnership coordination efforts. 

Serves as a key support role for the marketing team by helping manage timelines, organizing project materials, coordinating production schedules, and assisting with ad trafficking, tagging, and creative execution. Works collaboratively across departments and with external vendors to ensure projects are completed accurately, on time, and within budget. Occasional evening and weekend hours required. 

Duties & Responsibilities 

Settlements 

• Coordinates preparation of marketing settlement documentation, including collecting, reviewing, and organizing required backup materials by deadlines 

• Works with internal teams and external partners to gather information, resolve discrepancies, answer settlement questions, and maintain accurate records for reconciliation       

Finance 

• Supports the Marketing Department’s payment process and financial record keeping for advertising, production, sponsorship, and other marketing invoices 

• Verifies invoice amounts against contracts, insertion orders, estimates, and marketing plans; researches and resolves billing discrepancies and vendor payment issues 

• Assists with monthly budget tracking, invoice reconciliation, and maintaining departmental financial records, including Broadway Lights Series budgets and annual expenses 

• Manages the project tracking and expense reporting system, including playbill tracking 

Partnerships 

• Supports execution of advertising sponsorships and promotional partnerships, including scheduling, ordering, proofing, trafficking, and delivery of sponsor assets 

• Works with Marketing Event leads and internal stakeholders to ensure sponsorship obligations and promotional deliverables are completed accurately and on schedule 

• Researches promotional partner opportunities, community events, and cross promotional initiatives aligned with marketing goals 

Venue Rentals 

• Coordinates day-to-day activities and logistics for assigned special marketing promotions, including marketing/advertising for Venue Rentals  

• Plan and execute marketing/promotional support, organize meetings and special offers, plan/place advertising, and other marketing functions.  

• Serve as primary department liaison with outside companies affiliated with assigned programs/events.  

Vendors  

• Coordinates with marketing vendors and service providers by obtaining estimates, managing quotes, and maintaining project documentation 

• Tracks production schedules and timelines to ensure accurate, on time delivery of marketing materials and communicates specifications and updates to stakeholders. 

• Supports alignment of marketing projects with budgets, brand standards, and organizational goals 

 Department Support  

• Provides administrative and operational support across marketing projects, including organizing materials, ordering promotional items and collateral, maintaining department files, and coordinating logistics for campaigns and events 

• Supports advertising coordination, ad trafficking, tagging, creative asset management, and campaign execution 

• Supports show campaigns by drafting email copy, collaborating on the social media calendar, graphic design requests, and updating the marketing plan with budget actuals and run dates 

• Assists with on‑site event activations, promotional efforts, and audience engagement, collaborating with internal teams and external partners to ensure smooth execution of marketing initiative 

Qualifications

Education & Experience 

• Bachelor’s in marketing, communications, or related field supplemented by at least two years of experience in marketing; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.  

• Experience working within a CRM system (AudienceView preferred) 

Knowledge, Skills and Abilities 

• Strong organizational, administrative, and project coordination skills 

• Ability to manage multiple projects and deadlines simultaneously in a fast-paced environment 

• Detail oriented with strong management and communication skills (written and verbal) 

• Working knowledge of basic business math concepts and commonly used formulas and functions in excel  

• Knowledge of advertising and marketing strategy and tactics 

• Proficiency in Microsoft 365 suite 

• Basic knowledge of Photoshop and other Adobe design products preferred 

• Ability to work well in a collaborative team environment as well as independently 

To apply for this position, click on the link below and submit application.

Apply