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Marketing Coordinator

13 hours ago

Austin, Texas, United States HeartGift Foundation Full time

The Marketing Coordinator serves as the primary marketing liaison for HeartGift Chapters and a key support resource for the HeartGift Foundation, ensuring that both Chapter teams and the Foundation have the strategic guidance, collateral, and coordination needed to execute successful fundraising and community initiatives. This position plays a vital role in advancing the organization's mission by managing event-related marketing needs, sharing best practices, overseeing timelines and workflows, and ensuring brand consistency across all markets.

The ideal candidate is highly proactive, able to multitask in a fast-paced environment, and skilled at managing complex timelines and deliverables. This role collaborates closely with Executive Directors, fundraisers, Foundation staff, and the Marketing team to deliver high-quality collateral and ensure seamless execution of all marketing initiatives in support of both Chapter and Foundation efforts.

Reports to: Senior Marketing/PR Manager

Supervisory Responsibilities: No

Full-Time – FLSA; Non-Exempt

Travel: 10-15% - Hybrid: Work from home; however, meets in the office once a week. Candidate must reside in Austin, TX.

Primary Responsibilities

Relationship Management

·       Serve as the primary point of contact for all HeartGift Chapters regarding event marketing needs.

·       Understand organizational goals, audiences, event types, and fundraising priorities in order to recommend tailored marketing strategies and collateral.

·       Provide proactive, timely communication and hands-on guidance to ensure fundraisers have the tools, information, and support they need at every stage of the event planning cycle.

·       Maintain strong, positive relationships and deliver excellent customer service.

·       Support resource for the Foundation marketing team to deliver seamless execution of marketing initiatives.

Event Marketing Strategy & Support

·       Lead the development and dissemination of best practices, toolkits, event marketing tactics, collateral, and timelines to support optimal event promotion and success (e.g., signage, invitations, programs, digital assets, promotional materials).

·       Consult with Chapters and Foundation team on campaign messaging, audience targeting, key calls to action, and brand voice consistency.

·       Collaborate with organizations' fundraisers to anticipate needs and align marketing deliverables with event goals.

·       Provide onsite organizational event support as needed, including registration assistance, collateral distribution, and day-of coordination with marketing assets.

Project & Workflow Management

·       Manage the intake, verification, and processing of all design request forms to ensure clarity and timeliness.

·       Create, communicate, and manage production timelines for all event marketing deliverables.

·       Coordinate workflow with the Marketing team and Brand Manager to ensure on-time delivery of collateral.

·       Track project progress, maintain organized records, and keep Chapter and Foundation staff informed of status updates and deadlines.

·       Ensure all materials produced/distributed at events adhere to HeartGift brand standards and quality expectations.

Collaboration With Marketing Team

·       Work closely with the Brand Manager to manage design workload, clarify project needs, and ensure accurate execution of event marketing assets.

·       Provide input into the development of templates, toolkits, and standardized event materials to streamline needs.

·       Assist in identifying opportunities for improved processes, efficiencies, and best practices across all HeartGift event marketing.

Administration

·       Responsiveness to emails and phone calls from internal and external partners in a timely manner.

·       Must be able to demonstrate ability to independently lead projects from beginning to end.

·       Assist in the preparation of budgets.

·       Write effective meeting reports that summarize decisions made and actions to be taken on specific projects and assignments in a timely manner.

Collaboration

·       Open communication to ensure compliance with policies/guidelines.

Key Characteristics/Desired Competencies

·       Proficient in email/calendar/meeting request programs/remote login.

·       Experience with workflow or ticketing tools (e.g., Asana).

·       Familiarity with event planning environments.

·       Ability to anticipate needs and proactively identify marketing opportunities.

·       Understanding of basic digital marketing principles.

·       Familiarity with nonprofit communications and donor-facing messaging.

·       Intuitive awareness.

·       An interest in and commitment to HeartGift's vision/mission.

·       Acute judgment & confident.

·       Routinely takes initiative.

·       Strong problem-solving, priority-setting, and decision-making skills.

·       Clear communicator, written and verbal.

·       Efficient with time.

·       Ability to manage multiple projects at one time.

Requirements

· years of experience in marketing project management, account management, event marketing, or a related field.

·       Strong organizational and project management skills with the ability to juggle multiple simultaneous timelines.

·       Excellent relationship-building and communication skills; able to work effectively with diverse stakeholders.

·       Understanding of event marketing tactics and collateral types.

·       Demonstrates strategic thinking and ability to recommend clear, practical solutions.

·       Strong attention to detail and commitment to maintaining brand consistency.

·       Experience working within a nonprofit or multi-chapter organizational structure (preferred).

·       Familiarity with graphic design workflows or design production processes is a plus (hands-on design skills not required).

·       Ability to work independently, meet deadlines, and manage multiple projects simultaneously.

·       Strong work ethic and a strategic mindset, with enthusiasm for mission-driven content creation.

·       Attend key events

·       Represent the organization when necessary

·       Some travel, nights, and weekend work required

Work Environment

  • ·       This position is 90% remote, 10% on-site. The ideal candidate must be extremely focused, self-motivated, and reside in the Austin, Texas, area
    .