This Marketing Coordinator position is best suited for candidates looking to continue to grow within marketing, working intimately with experienced marketing professionals, in a fast-paced and ever-evolving institution. The coordinator will be exposed to not only the execution and tracking of marketing plans, but also the strategic development of those plans, research, and analysis. This will include the opportunity to connect with teams across the museum, as well as creative and media agency partners.
• Work with marketing team, media buyers, and designers to project manage and traffic all print, OOH, and digital advertising. This includes management and ownership of the Master Grid, a document that tracks all marketing efforts in a sortable fashion. As a part of project management of all advertising, share Upcoming Marketing Ads email with marketing and public relations teams, to ensure all teams are aware of in-market media, as well as a weekly Ad production email to agency partners to alert them of upcoming assets and deadlines.
• Serve as administrative point person for the marketing team, and follow up on routine inquiries and requests. This includes but is not limited to scheduling and organizing internal meetings and preparing all relevant meeting materials (agendas, presentations, sharing follow-up summaries, etc.), arranging reservations for meeting rooms, setting up travel arrangements for the team, generating expense reports, and submitting weekly absence reports and payroll.
• Generate and circulate creative project briefs for all ads to clearly communicate specs and goals to all parties involved. Lead the internal creative review process and track changes and provide edits to vendors and consultants as needed, in order to stay on the same page. Coordinate review, delivery, and pick-up of proofs and materials.
• Manage the bi-weekly Creative, Marketing, and Database Marketing team meetings by generating an agenda with the exhibition and program calendar, a summary of all open projects which includes advertising, web, and print projects, and in-gallery media. Update and maintain the Exhibition and Program tracker grid and distribute at this bi-weekly meeting.
• Maintain team financial reports to track projects (media and production expenditure) and operational expenses for the marketing budgets, and process invoices in an accurate and timely manner for finance. This is inclusive of the development and maintenance of shadow budget documents and invoice logs for timely and ongoing tracking. Work with the Financial Department, vendors, and consultants to ensure accurate expense tracking and budget projections. This includes a training, and understanding of Oracle, and other related billing systems.
• Support Marketing Director and Marketing Managers on all marketing related activities including assisting in the development and implementation of media plans, gathering statistical data from outside sources, and assist in gathering content for quarterly and campaign wrap-up reports.
• Maintain centralized archive of print and digital files for marketing team reference. Additionally, manage all proof of performance collection (screengrabs, tearsheets, etc.)
• Maintain intranet site for marketing department, and update all information including organization charts, departmental resources, and employee directory listings.
• Responsible for project management and coordination of content messaging across communication vehicles including on-site, print and web. This includes the exterior banner schedules, homepage schedules, exhibition status, and hold message updates.
• Manage exhibition key date timelines so that consistent messaging can be communicated in a timely manner. Coordinate meetings for Exhibition titles, Signature Image selection, Exhibition kick-offs, etc., and manage subsequent review/approval meetings. Must have the ability to work closely with all museum departments including Exhibition and Design, Curatorial, Publications, and Rights and Licensing.
• Attend creative services weekly production meeting and act as a Marketing representative on all related projects.
Qualifications / Requirements:
• Bachelor’s Degree in communications or related field
• Minimum of 2-3 years experience with proven track record of strong project management and organization skills. Ad traffic and/or billing experience is a plus.
• Excellent writing and communications skills with strong attention to detail.
• Ability to work independently, as well as with a variety of teams, and effectively handle multiple projects with a constant eye on deadlines and budgets.
• Strong working knowledge of all Microsoft Office products including Word, Excel, Powerpoint, and Outlook. Knowledge of basecamp is preferred.
For consideration, please submit your letter of interest and résumé to:firstname.lastname@example.org. You may also submit your materials via postal mail to: Human Resources Department, Museum of Fine Arts, Boston, 465 Huntington Avenue, Boston, MA 02115.
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