Marketing Project Coordinator

About the Role

The Marketing Project Coordinator is the organizational backbone of WGI's Marketing and Creative teams. This role keeps requests, tasks, files, and timelines moving. This is a fast-paced position and 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, and log each one 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 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 first versions of 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 daily 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
• Adobe Creative Cloud (including InDesign, Photoshop, Illustrator, Express)
• Microsoft 365 (including Outlook, Teams, Word, Excel, PowerPoint, SharePoint)
• AI Tools: Claude, Microsoft Copilot (or strong willingness to learn)

Qualifications

• Education: High school diploma required; Associate's or Bachelor's degree in Marketing, Communications, Business, or a related field preferred, or equivalent experience.
• Experience: Up to 4 years of experience in an administrative, coordinator, or marketing support role. Internships count.
• Skills:
• Exceptional organization and attention to detail, with reliable follow-through.
• Proficiency in Microsoft 365.
• Experience with project management software; Asana preferred.
• Strong written communication and proofreading skills.
• Ability to manage multiple requests and deadlines in a fast-paced environment.
• Preferred Experience: In a professional services, engineering/AEC, or agency environment is a plus.
• Preferred Skills: Familiarity with HubSpot or another CRM is a plus. Working knowledge of Adobe Creative Cloud is preferred but not required.
• Personal Attributes: Curious, eager to learn, proactive self-starter, service-minded team player, takes ownership of details.