Marketing Project Coordinator

About the Role

The Marketing Project Coordinator is the organizational backbone of WGI's Marketing and Creative teams. This fast-paced position is a great opportunity for a highly organized person who wants to learn marketing from the ground up at a growing, technology-forward firm.

Key Responsibilities

Request Intake & Task Coordination

• Serve as a first point of contact for marketing and creative requests submitted through forms, email, and Teams.
• Log each request in Asana with complete details, due dates, and owners.
• Create and maintain Asana tasks, projects, and templates; keep statuses, assignees, and due dates current and follow up on open items.
• Track deliverables that depend on associates outside the marketing team and send reminders to keep timelines on track.
• Capture notes and action items from team meetings and turn them into assigned Asana tasks.

Creative & Production Support

• Prepare and route production orders for print collateral, business cards, signage, and promotional items.
• Coordinate quotes, proofs, and deliveries with vendors.
• Make basic updates to existing templates in Adobe InDesign, Photoshop, Illustrator, and Express (text edits, resizing, headshot swaps, exports) under the direction of the creative team.
• Schedule photography, video, and headshot sessions and coordinate logistics with associates and vendors.
• Maintain the shared asset library, including file naming, folder structure, and archiving finished work.

Digital Marketing & CRM Support

• Maintain contact records, lists, and form submissions in HubSpot, cleaning up duplicates and keeping data accurate.
• Assist with scheduling social media posts, email sends, and website content updates.
• Proofread digital and print content for spelling, grammar, and brand consistency before release.

AI & Process Efficiency

• Use AI tools such as Claude and Microsoft Copilot daily to draft content, summarize meetings, organize information, and speed up routine tasks.
• Identify repetitive administrative work and recommend ways to streamline or automate it using AI, Asana rules, and forms.
• Document team processes and keep how-to guides, checklists, and templates up to date.
• Stay current on new AI features in the tools used and share tips with the team.

Events & General Administration

• Support conference and tradeshow logistics, including registrations, booth materials, shipping, and post-event follow-up.
• Assist with gathering project information, photos, and staff details from newly acquired firms for marketing use.
• Track marketing purchase requests and vendor invoices.
• Schedule meetings, manage team calendars, and provide general administrative support to the Marketing and Creative teams.
• Help coordinate internal culture, team-building, and community involvement events.

Requirements & Tech Stack

• Asana
• HubSpot (or another CRM)
• Adobe Creative Cloud (InDesign, Photoshop, Illustrator, Express)
• Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint)
• AI tools (e.g., Claude, ChatGPT, Microsoft Copilot)

Qualifications

Education and Experience

• High school diploma required.
• Associate's or Bachelor's degree in Marketing, Communications, Business, or a related field preferred, or equivalent experience.
• Up to 4 years of experience in an administrative, coordinator, or marketing support role. Internships count.
• Experience in a professional services, engineering/AEC, or agency environment is a plus.

Skills and Competencies

• Exceptional organization and attention to detail, with reliable follow-through.
• Strong willingness to learn AI tools.
• Proficiency in Microsoft 365.
• Experience with project management software; Asana preferred.
• Familiarity with HubSpot or another CRM is a plus.
• Working knowledge of Adobe Creative Cloud is preferred but not required.
• Strong written communication and proofreading skills.
• Ability to manage multiple requests and deadlines in a fast-paced environment.

Personal Attributes

• Curious and eager to learn new tools and technology.
• Proactive self-starter who follows up without being asked.
• Service-minded team player who is comfortable supporting multiple people and priorities.
• Takes ownership of the details and helps keep the whole team organized.