Marketing Assistant - Production and Operations

Job description

SUMMARY
The Marketing Production & Operations Coordinator is responsible for coordinating the day-to-day production workflow and operational needs of the Marketing department. Serves as a central point of contact for marketing requests, routing projects to appropriate team members and resources and tracking work through completion. Supports efficient department operations through project tracking, vendor coordination, event supply inventory management, purchasing, budget support and other administrative functions. Communicates timelines, requirements and status to internal clients and marketing team members to ensure work is completed accurately, efficiently and on time.
RESPONSIBILITIES
• Serves as the primary point of intake and routing for marketing production requests, ensuring requests are complete and appropriately assigned based on project needs, resources and timelines.
• Reviews and clarifies project requests with internal clients; communicates requirements, timelines and next steps and manages expectations throughout the production process.
• Coordinates printing, promotional materials, signage and other production needs with internal and external vendors as appropriate.
• Uses software tools to document, track and archive project requests, materials, vendor information and other department records.
• Supports marketing events by coordinating production needs, materials, supplies and other logistical requirements.
• Maintains an organized inventory of marketing and event supplies; monitors inventory levels, coordinates replenishment and ensures materials are available for upcoming events and initiatives.

Supports department purchasing and budget processes by tracking expenses, processing purchase requests and invoices, maintaining records and providing information to support budget monitoring.
• Maintains department calendars, files, contact lists and other administrative records and provides general administrative support to the Marketing Director and department as needed.
• Identifies opportunities to improve project intake, production workflow, inventory management and other department processes to increase efficiency and consistency.
• As a representative of the marketing department, develops and maintains strong relationships with leaders and teammates across the health system. Communicates effectively to build trust and provide responsive service to internal clients.

QUALIFICATIONS
• Bachelor’s degree in marketing, communications, business or related field preferred
• Three years of experience in marketing, communications, project coordination, production, administrative operations or related field required
• Strong organizational, time management, problem-solving and follow-through skills
• Demonstrated ability to coordinate multiple projects, deadlines and competing priorities
• Excellent interpersonal and communication skills with the ability to work effectively with internal clients, team members and vendors
• Demonstrated attention to detail and ability to manage project information, materials and documentation
• Experience with project tracking, workflow management or related software tools preferred
• Experience with purchasing, budget tracking, inventory management or vendor coordination preferred
• Health care experience preferred