Marketing Coordinator

pittsburghculturaltrust; Pittsburgh (Allegheny County); On-site; USD 39,000 - 47,000; Full time

Job summary

The Pittsburgh Cultural Trust is seeking a Marketing Coordinator to provide administrative and operational support for marketing campaigns, asset trafficking, invoice tracking, approval routing, vendor coordination, campaign logistics, and workflow administration.

This role collaborates with Marketing staff, internal departments, vendors, media partners, sponsors, artists, and other external partners to ensure timely and accurate completion of campaign materials, approvals, and administrative

Qualifications

• Bachelor’s degree preferred in marketing, communications, arts administration, business administration, or related field.
• Experience supporting marketing campaigns, administrative workflows, asset trafficking, invoice tracking, approval routing, or vendor coordination preferred.
• Managerial experience not required; strong collaboration and organizational abilities needed.

Responsibilities

• Coordinate trafficking and distribution of campaign assets, copy, specs, and delivery instructions.
• Monitor invoices, estimates, supporting docs, and payment status.
• Route materials for internal/external review and approval follow-up.
• Support vendor coordination with specs, timelines, deliverables, and updates.
• Assist with campaign logistics across print, digital, email, social, outdoor, and media placements.
• Maintain project trackers, shared files, calendars, recap materials, and workflow docs.
• Compile campaign expense, delivery, and performance data for settlements.
• Coordinate with internal teams and external partners for timely execution.
• Support DEI efforts through ongoing learning and inclusive practices.
• Perform other duties as assigned.

Skills

Organization

Communication

Attention to detail

Follow-up

File management

Microsoft Office

Collaboration

Prioritization

Education

Bachelor’s degree in marketing, communications, arts administration, business administration, or related field

Tools

Project management tools

Shared file systems

Digital asset organization

Invoice processes

Job description

Position Summary:

The Marketing Coordinator provides administrative and operational support for marketing campaign execution, including asset trafficking, invoice tracking, approval routing, vendor coordination, campaign logistics, marketing settlement preparations and workflow administration.
This position collaborates with Marketing staff, internal departments, vendors, media partners, sponsors, artists, and other external partners to support the timely and accurate completion of campaign materials, approvals, and administrative processes.

Knowledge, Skills & Experience Required:

Education: Bachelor’s degree in marketing, communications, arts administration, business administration, or a related field preferred.
Work Experience: Experience supporting marketing campaigns, administrative workflows, asset trafficking, invoice tracking, approval routing, or vendor coordination preferred.
Managerial Experience: Prior management experience is not required.
Technical Skills: Proficiency with Microsoft Office required. Strong organization, communication, proofreading, follow-up, and file-management skills required. Familiarity with project management tools, shared file systems, invoice processes, and digital asset organization preferred.
Intangibles: Candidates should demonstrate professionalism, sound judgment, attention to detail, initiative, discretion, collaboration, and the ability to manage competing priorities in a deadline-driven environment.

Essential Functions:

Primary Job Responsibilities:

• Coordinate the trafficking and distribution of campaign assets, copy, specifications, and delivery instructions.
• Monitor invoices, estimates, supporting documentation, and payment status.
• Route materials for internal and external review, approval, and revision follow-up.
• Support vendor coordination by confirming specifications, timelines, deliverables, and routine project updates.
• Assist with campaign logistics across print, digital, email, social, outdoor, and media placements.
• Maintain project trackers, shared files, calendars, recap materials, and workflow documentation.
• Compile campaign expense, delivery, and performance information as requested for marketing settlements.
• Coordinate with internal teams and external partners to support accurate and timely project execution.
• Support diversity, equity, accessibility, and inclusion through ongoing learning and inclusive workplace practices.
• Perform other duties as assigned.

Supervisory Responsibility: This position does not have supervisory responsibility.
Budgetary Responsibility: This position supports budget administration by tracking invoices, estimates, and related documentation for review by the Manager of Marketing Campaign Operations.
Decision-Making Responsibility: This position exercises routine judgment in organizing workflows, monitoring follow-up items, distributing assets, and coordinating administrative needs.
Strategic Responsibility: This position supports campaign execution and process consistency but does not have institution-wide strategic responsibility.
Reporting Requirements: This position maintains trackers and compiles campaign, expense, approval, vendor, delivery, sales, attendance, and audience information as requested.
Travel Requirements: Limited travel of less than 5% is required.
Physical Demands: This position is primarily office-based. Occasional lifting of 20–30 lbs. may be required. The employee must be able to sit and view a computer screen for extended periods.

Salary:starting at $43,000

The Pittsburgh Cultural Trust is an equal opportunity employer. All applicants are considered for employment without attention to race, color, age, religion, sex, sexual orientation, gender identity, ethnicity, national origin, veteran or disability status.
Employees are expected to be able to perform the essential duties and responsibilities of this position, with or without job modification/reasonable accommodation. If an employee believes a job modification/reasonable accommodation is needed, please contact Human Resources so that a review can be conducted. The Pittsburgh Cultural Trust strives to comply with the accommodation provisions of the Americans with Disabilities Act, Title VII of the Civil Rights Act, the Pregnant Workers Fairness Act, and other related federal, state, and local laws.