Marketing Account Coordinator

Role Overview

• Own the creation, maintenance, and organization of all client and internal project tasks within ClickUp to ensure every project component is actively managed.
• Develop and meticulously maintain detailed project timelines for all active accounts, with special attention to large, complex projects like website designs and video production.
• Accurately translate client requests, project needs, and approved timelines into clear, actionable project plans and tasks within ClickUp for the delivery team.
• Assist Account Managers with weekly team workload assessments in ClickUp to ensure a healthy, balanced, and sustainable distribution of tasks across the delivery team.
• Perform weekly hours and budget checks against project scopes to flag potential risks or scope creep to Account Managers.
• Identify and assist in the development of new processes or systems to improve agency-wide project management and delivery operations.
• Prepare detailed client meeting agendas and take accurate, concise meeting notes and action items for both internal and client calls.
• Send marketing materials to clients, including meeting agendas, final campaign assets, action item summaries, and weekly status reports and project updates.
• Act as the liaison to efficiently facilitate and manage the review and feedback loop on marketing assets between the client and the Aimtal delivery team.
• Manage the scheduling of all client and internal team meetings, ensuring smooth coordination across multiple stakeholders and time zones.
• Conduct rigorous quality assurance checks on all final deliverables before client review, ensuring alignment with the original brief, brand standards, and complete accuracy.
• Confirm that all final project versions reflect every client and internal edit, and manage the final submission of project deliverables to the client.
• Assist Account Managers in creating project charters and comprehensive documentation that clearly defines project scope, goals, and team roles.
• Capture internal processes and workflows to create or refine documentation that improves team efficiency and knowledge sharing.
• Assist with the coordination and organizational setup of integrated marketing campaigns across channels, including organic social, paid advertising, and HubSpot activities.
• Assist with the creation and maintenance of marketing content calendars, ensuring milestones and deadlines are tracked and communicated.
• Monitor and research industry trends, competitor actions, and changes that may impact client strategies.
• Perform various administrative tasks to support the delivery team across marketing activities.

Requirements

• Bachelor’s degree in Marketing, Communications, Business, or a related field.
• 1-2 years of experience in marketing and/or project coordination; agency/B2B experience is a plus.
• Previous experience in a marketing agency environment is highly desirable, particularly one focused on B2B clients.
• Relevant internship experience will be strongly considered.
• Proven ability to manage multiple projects and deadlines in a fast-paced environment.
• A sharp eye for detail for quality assurance, proofreading deliverables, and maintaining accurate project documentation.
• Clear, professional written and verbal skills for client and team collaboration.
• A self-starter attitude with the ability to anticipate needs, identify potential project risks, and take initiative to solve problems before they escalate.
• A true team player with strong interpersonal skills, capable of working effectively with cross-functional teams (creative, strategy, account management) to achieve common goals.
• Superior ability to prioritize tasks, manage time effectively, and operate with a sense of urgency to meet tight deadlines.
• Thrives in a dynamic, remote work environment and can easily pivot between different tasks and client needs.
• Proficient with project management tools like ClickUp, Asana or Monday.com; experience with ClickUp is highly preferred.
• High proficiency in Google Workspace (Docs, Sheets, Slides, Calendar) and/or Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with marketing automation platforms such as HubSpot
• Basic understanding of social media platforms such as LinkedIn and Instagram, as well as social media management tools (e.g., Sprout Social, Hootsuite).
• Experience using collaboration tools like Slack and video conferencing platforms like Zoom or Google Meet.

Benefits

• Health, dental, and vision insurance
• Up to 18 days of paid time off and 9 paid holidays (if based in USA; subject to change depending on the country)
• Paid sick leave (Varies per employee location)
• Skill and career growth training
• Remote work stipend for remote work equipment and/or co-working memberships
• 401(k) plan participation (after completing a minimum of 12 months of employment)
• Annual in-person company retreat (past locations include Montréal, Málaga, Lisbon, and Playa del Carmen)