POSITION SUMMARY: Reporting to Sr. Manager, Marketing Planning and Operations, this position is responsible for the day-to-day management of the schedule and priorities of the Chief Marketing and Communications Officer (CMCO) and departmental coordination. The Marketing Coordinator manages calendaring, the flow and exchange of information, streamlines interactions and acts as general administrative and organizational support for the CMCO. This position demands a high level of confidentiality, attention to detail organization, professionalism and communications skills. This position will coordinate projects, meetings, reports and deliverables for the CMCO, including Marketing Department management, the National Board of Directors Marketing Committee and other projects as assigned. This position will have dotted line reporting to the Director of Internal Communications and the CMCO.
Maintains complex master calendar of activities and events for the CMCO and key departmental priorities. Arranges meetings, appointments, travel, logistics coordination and itinerary preparation. Coordinates with other internal/external assistants as needed.
Ensures that the CMCO is prepared and in possession of materials and information required for meetings, conferences and other scheduled events
Assists the CMCO in tracking priorities, taking notes at key meetings, following up on action items and tracking progress via email, Asana
Manage administrative tasks including timesheets and travel expense reimbursements.
Responsible for coordination, file management, scheduling and managing logistics and communications for department meetings and events, including the BOD Marketing Committee, Marketing Leadership Team, and department all staff meetings. May includes: making zoom meeting arrangements for onsite/virtual attendees; conference room arrangements; reserving blocks of rooms for participants; coordination of meeting information with all involved; coordinating the travel needs of participants; collection, preparation and distribution of appropriate materials; initiation of subsequent follow up meetings; and communication to and key stakeholders.
Internal Communications Support (30%)
Provide coordination and administrative support for Director, Internal Communications and departmental intranet site.
Planning, drafting, and posting blog posts and newsletters.
Back end technical support as needed.
Managing editorial requests from Marketing.
Ongoing management of Marketing Department intranet site; supports onboarding and training of new marketing hires
Creates and maintains files and other organizational systems for the department
Writing, Coordination and General Administration (30%)
Acts as information resource to staff within and outside the organization.
Takes initiative to anticipate and identify problems and issues, and provides solutions proactively.
Supports department projects as assigned, including writing emails/memos, proofreading, PowerPoint presentations, project management. Performs research and fact gathering and miscellaneous duties as assigned.
Reviews, answers and routes, as appropriate, all incoming mail in the CPO’s absence (voice, paper and electronic).
Supports CMCO and Sr. Manager of Marketing Planning and Operations with reporting, tracking, updates to internal departments and presentations
Minimum 1-3 years in marketing, communications, writing or nonprofit administrative role. Senior level management or executive level experience highly desirable.
Excellent organizational skills; able to prioritize multiple tasks; strong attention to detail.
High degree of initiative, political astuteness, discretion and good judgment, as much of the communication is with senior management in other fields and environmental firms. Ability to be professional in verbal and written communications with multiple constituencies.
Experience coordinating work across a distributed organization - with other employees, departments and external organizations.
Tech savvy in both in-person and virtual environments, using video conferencing tools and practices, as well as knowledge of latest PC software programs for word processing, calendaring and data entry. Word, PowerPoint, SharePoint and Excel required. Experience with Asana, Slack, Adobe a plus.
Able to handle confidential matters with the highest degree of discretion and tact.
Demonstrated analytical and critical thinking skills.
Exhibits personal and professional integrity at all times, consistent with the organization’s vision, mission and values.
Demonstrated interest in environmentalism and/or conservation and marketing career.
Ability to work flexible hours as needed, and occasional travel is required
High school diploma and AA or AS (2-year college degree) required; 4 year degree preferred