The Marketing Coordinator – Events & Communications reports directly to the Director of Marketing at Company and plays a supportive yet critical role in planning and executing events, managing public relations activities, and coordinating internal and external communications for the company. This position will focus on creating content, supporting the Marketing Director, and ensuring all work is aligned with Company’s strategic direction.
Essential Job Functions, Duties and Responsibilities
The following statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified.
General Job Summary
- Association. Awards, Sponsorship, and Events Management
- PR Management
- Internal Communications including Newsletter, Department Support
- Employee Engagement initiatives
- Enterprise Recognition program management
- Administrative Support
Event Management & Planning
- Industry Events: Track, coordinate, and participate in industry events, such as conferences, workshops, speaking engagements, awards ceremonies, and golf tournaments.
- Recruitment Events: Assist in planning and participating in recruitment events, such as university job fairs, career expos, and other talent acquisition initiatives.
- Philanthropy Events: Support the organization and coordination of Company’s involvement in philanthropy events, including galas, fundraisers, and non-profit activities.
- Jobsite Events: Help manage and plan jobsite events, such as groundbreaking ceremonies, topping-out celebrations, and ribbon-cutting ceremonies, ensuring all logistics are in place.
- Company Events: Assist with the planning and executing company-wide events, including quarterly employee meetings, client appreciation events, and special initiatives like our PM101 Training Series, PL101 Leadership Series, and PLT Development Series.
- Event Logistics: Coordinate event details, including attendee registration, hotel bookings, sponsorship packages, vendor coordination, and other logistics.
- Event Production: Support event setup, production, and teardown, including logistics, booth setup, AV equipment, photography, and follow-ups.
- Event Orders: Manage orders for promotional items, swag, custom apparel, commemorative plaques, and other event-related materials.
Public Relations
- Content Preparation: Prepare PR content, including press releases, speeches, and media statements, and submit them to the Director for review and approval before execution.
- Media Coordination: Gather information and draft responses to media inquiries, collaborating with the Director to ensure messaging aligns with Company’s strategic goals.
- Press Materials: Maintain press kits, executive bios, fact sheets, and other media materials, ensuring they are up-to-date and accurate.
- Award Submissions: Work closely with the Marketing Associate to track and submit nominations for industry awards recognizing Company’s projects, personnel, and culture.
Communications – Internal & External
- Internal Company-wide Communications: Assist in the creation of content and assets for company-wide correspondence often working with and assisting department heads
- Internal Newsletter: Produce a quarterly internal newsletter that highlights company achievements, project updates, and employee spotlights.
- Employee Engagement: Coordinate internal employee surveys to gauge job satisfaction and gather feedback on company initiatives.
- Digital Asset Management: Regularly update internal digital assets, such as email signatures, organizational charts, and the employee photo directory.
- Presentation Development: Assist in creating content for the Quarterly Employee Meeting, collaborating with different departments to ensure a cohesive presentation.
Minimum Requirements and Skills Required
- Industry Experience: Prior experience in a similar role within the AEC (Architecture, Engineering, and Construction) industry is preferred, with a basic understanding of the construction industry.
- Software Proficiency: Required proficiency in Microsoft PowerPoint and Adobe InDesign, Knowledge of Adobe Photoshop, Adobe Illustrator, and Canva or similar design tools is a plus.
- Social Media Skills: Hands-on experience with social media platforms, including Facebook, LinkedIn, Instagram, X (formerly Twitter), and YouTube, as well as scheduling tools like Hootsuite.
- Website Management: Ability to handle minor website edits, additions, and changes as needed.
- Project Management Tools: Basic knowledge of Trello or similar project management tools to help track and manage marketing activities and tasks.
- Organizational Skills: Strong ability to multitask, prioritize, and manage time effectively in a fast-paced environment.
- Problem-Solving: Proactive mindset to identify potential issues and take responsibility for developing solutions with the guidance of the Marketing Associate or Director.
- Deadline Management: Ability to meet deadlines and ensure the timely delivery of marketing and event-related projects.
- Schedule Flexibility: Willingness to work variable hours, including early mornings, evenings, or weekends, to meet event and project requirements.
- Quality Control: Keen attention to detail to identify and resolve any quality issues related to functionality, visual presentation, and content accuracy.
- Brand Consistency: Ability to conform to and apply defined visual standards and maintain brand consistency across all marketing materials