Marketing & Communications Coordinator

Position Overview

This position supports the needs and activities of the Marketing and Communications team. Responsibilities include digital communications, marketing communications and media support, and administrative/operational support. Compensation: $19.23 per hour.

Key Responsibilities

• Provide support for special events, including vendor bookings and management, event research, maintaining RSVP lists, preparing supplies, and supporting internal meetings and communications.
• Manage media list and track all media mentions.
• Coordinate speaker activities including identifying, training, and scheduling speakers as requested.
• Manage our success story photo/video shoot and success story database for staff.
• Provide logistical support for special events, supporting vendor management and internal communications.
• Serve as organization photographer, as needed, or support a professional photographer for special events or marketing shoots.
• Perform research to inform marketing and communications strategies, tactics, and KPIs.
• Coordinate the development and distribution of the biweekly internal email, Monday Message.
• Coordinate the distribution of marketing emails and invites, including timeline management, marketing list setup, data review, template-building, and content approvals across departments.
• Serve as an internal trainer for the creation and use of marketing lists in CRM platforms such as Stratus Live and Dot Digital.
• Support the digital marketing specialist with social media and website needs as needed.
• Facilitate requests and manage inventory of marketing collateral, promotional items, and other brand materials.
• Maintain marketing team storage areas and organize both physical and digital files including logos, photos, and videos.
• Schedule and send meeting notices, maintain the department meetings calendar, prepare meeting rooms, take/transcribe minutes, and provide day-of support.
• Monitor and maintain office supplies inventory, including order processing and invoice verification.
• Request and manage outside-vendor estimates and invoice processing.
• Manage requisition process for department credit cards.
• Assist in recruiting and supervising marketing interns.
• Fill in for the Front Desk as needed for answering public calls when team members are unavailable.
• Perform other duties as assigned by the supervisory team.

Required Qualifications

• Undergraduate degree preferred or a minimum of two years marketing support experience in an agency, nonprofit, or corporate environment.
• Excellent communication skills, both oral and written, with knowledge of AP Style preferred.
• High level of attention to detail and a solution-orientated mindset.
• Demonstrated organizational and time management skills with the ability to establish and meet deadlines.
• Significant, well-rounded experience in project management and administrative functions.
• Ability to build relationships and manage multiple internal clients and external audiences.
• Self-starter with a sense of urgency and ability to work independently.
• Advanced proficiency in Microsoft Office (Teams, Outlook, Word, Excel, PowerPoint) and video conferencing tools.
• Knowledge of graphic design, photo-editing, Adobe Creative Suite, website content management, and email marketing tools is preferred.
• Strong customer service skills and ability to establish rapport with co-workers, the public, volunteers, and donors.
• Curiosity, a desire to learn, and a passion for building a stronger community.
• Ability to embrace change and create order in dynamic environments.
• Excellent interpersonal skills with a non-judgmental attitude and the ability to empathize.
• Proficiency in using computer equipment, phones, various software programs, and resource files.
• Ability to work effectively under stress while maintaining productivity and composure.
• Comfortable working in a fast-paced environment and using good judgment in decision-making.
• Flexibility to work evenings, weekends, and variable shifts as needed for marketing events.
• Willingness to perform overtime work as assigned.
• Ability to pass a background check and pre-employment drug screening.
• For staff who drive on United Way business, a valid driver’s license and current automobile insurance are required.
• Commitment to the core values and positive culture of United Way of Northeast Florida, and active participation as a brand steward within the community.