Marketing Services Coordinator

Position Summary:  

The Marketing Services Coordinator is a high-volume, process-driven execution role responsible for managing inbound marketing requests from advisors and internal business units across the firm. Requests span a defined range of marketing services — including materials creation and review, ads, advisor bio updates, mass email sends, and event asset support — and are submitted through a centralized intake form.

This role is the first and primary point of contact for all requestors. The right candidate is organized, service-oriented, and thrives in a structured environment where clear policies and SLAs govern the work. They apply sound judgment to assess each request against defined scope, compliance guidelines, and resource constraints — moving work forward when appropriate, and professionally redirecting when it is not. This role values reliability, consistency, and proactive communication above all else.

Primary Responsibilities 

• Request Intake & Triage
  • Serve as the primary point of contact for all inbound marketing requests submitted via the firm’s marketing intake form
  • Review and categorize requests by service type, business unit, and urgency; confirm receipt and set expectations with requestors promptly
  • Assess each submission against established scope, SLA, and marketing policy to determine the appropriate course of action
  • Gather missing information from requestors where needed before routing or executing
  • Escalate requests that require team discussion, are complex, or come from VIPs
• Execution & Delivery
  • Execute or coordinate execution of approved requests by selecting from a defined library of marketing solutions and templates
  • Manage concurrent requests across advisor and business unit queues with accuracy and adherence to turnaround standards
  • Coordinate with internal team members (design, digital, content, compliance) as needed to fulfill requests within SLA
  • Maintain accurate status records for all open requests in the firm’s project management system (Asana)
  • Build and maintain dashboards and intake reports that provide visibility into request volume, SLA performance, and recurring patterns
• Scope & Policy Management
  • Apply established scope, compliance, and resource policies to determine when a request can proceed as submitted, requires modification, or falls outside what marketing can support
  • Communicate out-of-scope or non-compliant requests to stakeholders clearly and professionally, citing the applicable policy or guideline
  • Escalate borderline or ambiguous requests to the appropriate marketing lead rather than making unilateral exceptions
  • Document recurring scope issues and surface patterns to inform team process improvement
• Stakeholder Communication
  • Own and manage the firmwide Marketing resources intranet page
  • Provide consistent, on-script status updates throughout the lifecycle of each request
  • Manage stakeholder expectations professionally when timelines shift or requests require redirection
  • Build credibility with advisors and internal teams as a reliable, responsive point of contact for marketing support
  • Represent the marketing team professionally in all written and verbal communication

Required Qualifications: 

• 2–5 years of experience in a marketing operations, marketing coordinator, account services, project management or client services role
• Demonstrated ability to project manage multiple campaigns with high volumes of concurrent requests or projects with accuracy and professionalism
• Strong written communication skills — able to produce clear, professional stakeholder updates and policy-based responses
• Comfort working within defined processes and systems; not reliant on creative latitude to perform well
• Sound judgment to apply scope and compliance policies accurately, including the confidence to professionally decline or redirect requests that fall outside defined parameters
• Detail-oriented and organized; experience using a task management platforms (Asana, Monday.com, Workfront, or similar)
• Strong command of Excel and PowerPoint
• Proficiency with project management tools such as Asana, Monday.com or Jira.
• Ability to work collaboratively, resourcefully, and with a calm, solutions-oriented approach
• Degree in Marketing, Communications, Business, or a related field a plus

Preferred Qualifications: 

• Experience in financial services, professional services, or another regulated industry
• Familiarity with marketing compliance considerations (e.g., SEC/FINRA advertising guidelines) or demonstrated ability to learn quickly
• Experience with CRM or marketing