Marketing Coordinator - Virtual Assistant

Purpose: To serve as the project coordinator of the Advertising team, managing intake, asset chasing for campaigns, and verification of basic reporting to free up 10-20% of the team's bandwidth for high-volume execution. Routing tasks to the appropriate team member (Ad Operations/Email) ensuring marketing campaigns are built in ClickUp, and with all materials and approvals in place for an on-time launch keeping client experience at the forefront. (Note: This role does not execute campaigns in-platform; it ensures the operational ticket is perfect before handing it to the execution specialists). This role is perfect for someone who thrives in a fast-paced environment, enjoys cross-functional collaboration, and knows how to keep multiple moving parts aligned across campaign planning, creative development, approvals, and final reporting. Job Duties: ○ Own the entire campaign request and triage process, ensuring smooth intake, efficient material review, and timely execution of 200+ campaigns per month. ○ Manage daily task triage and assignments in ClickUp across multiple campaign types. Review all incoming campaign requests and assets within 1 business day of receipt. ○ Ensure that the collection of assets and approvals are received for all tasks across static, video, and dynamic campaigns (onsite, offsite, paid social, Brand/Content Boosts/Content Boost With Leads). ○ Confirm receipt of complete materials by updating ClickUp status and follow up on missing items daily. ○ Assign tasks to media activation and creative resources (email ops, ad ops, design) within 1 business day of full material receipt. ● Cross Functional & Client Communication: ○ Serves as the first point of contact for clients on campaign requests, material acknowledgment, and approvals. ○ Proactively reach out to clients to clear blocked tickets, follow up daily on missing assets or information needed to move a campaign forward. ○ Use standardized communication templates to ensure timely and clear outreach. We act as a white-glove service to some of our clients, so adhering to communications standards is required. Any additional communication types must be approved by either the Head Project Manager or Director of Operations. ○ Followup with the execution team (AdOps/Email) on any tasks that may be delayed or that are overdue, ensuring they are prioritized. ○ Execute the "Exception Protocol": Immediately escalate any highly customized or strategic client questions outside of the standard SOP to the designated Client Partner or Head PM. ● ClickUp Administration: ○ Maintain the project management environment and task actionable statuses. ○ Build and maintain project plans using ClickUp templates, aligning task owners, ensuring statuses are up to date, deadlines, and dependencies are on track. ○ Manage the full creative review and approval lifecycle, sending reminders and ensuring all assets are approved 2–3 business days before launch by the client or stakeholder. ○ Assign creative development and campaign setup tasks based on specialization and team capacity. ● Basic Reporting & Data Collection: ○ Ensure that campaign data is populating within client dashboards upon launch and proactively escalating to the Head Project Manager and Director of Operations if data is not populating. (This involves verifying data flow, not conducting strategic data analysis). ● AI-Driven Efficiency: ○ Use AI tools to draft all routine client communications to ensure grammar and types are not within communication, tone is professional and warm, and ensure that ClickUp descriptions are standardized and clear. Key Responsibilities & Deliverables 1. Administrative Support (Daily/Weekly) ● Daily: Create and complete intake tasks, assign team, follow up on missing assets, and clear blocked tickets in ClickUp. ● Weekly: Verify dashboard reporting for assigned clients is populating and deliver updates to the team on weekly 1:1 to ensure leadership is in the know of campaign and team needs. 2. High-Volume Coordination (200+ Tasks/Month) ● Manage the intake and verification for AdOps, Email, and managed service clients assigned. ● Ensure 5-7 day turnarounds are met by having all assets "Ready for Execution" on day 1 or within 48-72 hours if having to chase for assets. 3. Client Communication Strategy ● Direct Client Communication: 30% ○ Asset chasing, task intake and scheduling, and basic status updates ● Internal Coordination: 70% ○ Clearing hurdles for the Head PM and Execution team ensuring tasks are fully built out and escalations are directed appropriately. Required Skills & Qualifications ● Alignment: ○ High capacity for administrative tasks and meticulous attention to detail. ● Platform Proficiency: ○ Advanced ClickUp, Google Workspace, Slack, and AI tool usage. ● Communication Excellence: ○ Clear and professional written and verbal communication utilizing AI to ensure there are no errors in communication. ● Process Discipline: ○ Uncompromising adherence to SOPs and protocol, ensuring organization within ClickUp, email inbox, and Google Drive. ● AI Integration: ○ Expert use of AI for drafting routine client communications and verifying details on tasks. ● Strong familiarity with project management tools, preferably ClickUp ● 2-3 years of experience in marketing coordination, media project management, or digital advertising production, or fast paced agency environment. ● Detail-oriented mindset with a passion for technology, advertising, and accountability. Performance Metrics (KPIs) ● Ticket Readiness: ○ 95-100% "Ready for Execution" rate for tickets before they hit the execution team. ● Bandwidth Reduction: ○ Achieving 10-20% time savings for the Head Project Manager and Execution team. ● SLA Intake Adherence: ○ 100% on-time asset collection for tight 5-7 day turnarounds. (If a client is late delivering assets, the Coordinator is measured on how quickly they sent the reminder/escalated it). ● Reporting Accuracy: ○ 100% accuracy in dashboard review to ensure data is populating post-campaign launch. To apply, please include: Your relevant experience Your availability and time zone Your top 3 skills related to this role