Marketing Project Coordinator I – Advertising Agency / Creative Projects

Virtual Company; Illinois; Hybrid; USD 32,000 - 34,000; Full time

Job summary

The Fountain Group is seeking a Marketing Project Coordinator I for a prominent client in the pharmaceutical and life sciences agency industry. This position supports an internal advertising agency responsible for managing pharmaceutical marketing, advertising, and promotional projects across print and digital channels.

The ideal candidate has recent advertising agency experience, excellent organizational skills, and experience coordinating multiple creative projects while managing timelines,

Qualifications

• Recent advertising agency experience (within last 2–3 years) preferred, ideally in pharma/healthcare or creative ad agency.
• Bachelor's degree required.
• Strong project coordination skills with schedules and timelines.
• Ability to handle multiple projects in a fast-paced agency environment.
• Excellent attention to detail, organization, and proactive problem-solving.
• Experience coordinating creative deliverables and tracking milestones.
• Strong written and verbal communication with cross-functional collaboration.
• Proficiency with Microsoft Office (Excel, PowerPoint, Outlook, Teams, SharePoint).
• Experience with agency workflow tools such as Adobe Workfront, Kantata/Mavenlink or similar.
• Familiarity with Veeva PromoMats, MLR review, or promo material approvals a plus.
• Digital pharma marketing or print production experience is highly desirable.

Responsibilities

• Support Project Managers in planning, scheduling, coordination, and execution of multiple advertising and creative projects.
• Develop and maintain project timelines, track milestones, and ensure deliverables are on track and within budget.
• Coordinate print and digital marketing projects from kickoff through production and approvals.
• Maintain project status reports, timelines, trackers, and documentation.
• Facilitate communication between creative teams, internal stakeholders, and brand marketing teams.
• Capture and distribute meeting notes, action items, and next steps.
• Coordinate internal agency approval workflows using Kantata and Workfront.
• Assist with preparing promotional materials for Medical/Legal/Regulatory review through Veeva PromoMats.
• Collaborate with creative, studio, programming, and production teams to coordinate resources.
• Maintain project documentation, specs, estimate trackers, and files.
• Assist with project financial tracking, time reporting, and budget monitoring.
• Identify scheduling conflicts, delays, and workflow issues, and propose solutions.

Skills

Advertising agency exp

Project coordination

Multi-project management

Attention to detail

Communication

MS Office

Workfront/Kantata

Veeva PromoMats

Education

Bachelor's degree

Tools

Adobe Workfront

Kantata/Mavenlink

Veeva PromoMats

MS Excel

SharePoint

Job description

Location: Mettawa, IL (Lake County)

Work Schedule: Hybrid – 3 days onsite / 2 days remote

Pay Rate: $23–$25/hour

Initial Contract Duration: 12 months

Schedule: Monday–Friday, 40 hours per week

The Fountain Group is currently seeking a Marketing Project Coordinator I for a prominent client in the pharmaceutical and life sciences agency industry. This position supports an internal advertising agency responsible for managing pharmaceutical marketing, advertising, and promotional projects across print and digital channels.

The ideal candidate has recent advertising agency experience, excellent organizational skills, and experience coordinating multiple creative projects while managing timelines, deliverables, and stakeholder communications.

Key Qualifications

• Recent advertising agency experience (within the last 2–3 years) strongly preferred, ideally in a pharmaceutical, healthcare, or creative advertising agency.
• Bachelor's degree required.
• Strong project coordination skills, including developing, maintaining, and managing project schedules and timelines.
• Ability to manage multiple projects simultaneously in a fast-paced, high-volume agency environment.
• Exceptional attention to detail, organizational skills, and proactive problem-solving abilities.
• Experience coordinating creative deliverables, communicating project status, and tracking milestones.
• Strong written and verbal communication skills with the ability to collaborate across creative teams and stakeholders.
• Proficiency with Microsoft Office, including Excel, PowerPoint, Outlook, Teams, and SharePoint.
• Experience with project management or agency workflow tools such as Adobe Workfront, Kantata/Mavenlink, or similar systems preferred.
• Familiarity with Veeva PromoMats, Medical/Legal/Regulatory (MLR) review, or promotional material approval processes is a plus.
• Digital marketing project experience, pharmaceutical marketing, or print production experience is highly desirable.

Key Responsibilities

• Support Project Managers in the planning, scheduling, coordination, and execution of multiple advertising and creative projects.
• Develop and maintain project timelines, track milestones, and ensure deliverables are completed on schedule and within budget.
• Coordinate print and digital marketing projects from initial kickoff through production, approvals, and completion.
• Maintain project status reports, timelines, trackers, and supporting documentation.
• Facilitate communication between creative teams, internal stakeholders, and brand marketing teams.
• Capture and distribute meeting notes, action items, and next steps during project status meetings.
• Coordinate internal agency approval workflows using project management systems such as Kantata and Workfront.
• Assist with preparing promotional materials and documentation for Medical/Legal/Regulatory review through Veeva PromoMats.
• Collaborate with creative, studio, programming, and production teams to coordinate resources and project deliverables.
• Maintain project documentation, specifications, estimate trackers, and organized project files.
• Assist with project financial tracking, time reporting, and budget monitoring.
• Identify potential scheduling conflicts, project delays, and workflow issues, proactively communicating solutions to Project Managers.

Preferred Agency Background

Candidates with recent experience at healthcare, pharmaceutical, or full-service advertising agencies are especially encouraged to apply.

Relevant agency experience may include organizations such as:

AbelsonTaylor | Area 23 | EVERSANA INTOUCH | FCB | TBWA | closerlook | MERGE | DDB | Digitas Health | Evoke

Ideal Candidate Profile

We are looking for a highly organized, detail-oriented, and proactive Project Coordinator who thrives in a fast-moving advertising agency environment. The strongest candidates will have experience supporting creative project workflows, managing competing deadlines, tracking multiple deliverables, and collaborating with cross-functional teams.

Recent hands-on advertising agency experience and demonstrated project coordination skills will be key differentiators.

Additional Information

• Hybrid schedule requiring 3 days onsite weekly in Mettawa, IL.
• Company shuttle available for Metra commuters.
• Initial 12-month contract.
• Opportunity to support pharmaceutical advertising and promotional projects across print and digital channels.