Marketing Project Manager

About the role: The Marketing Project Manager will work closely with the Senior Director of Marketing and the broader marketing-communications team to manage recurring budget, project management, vendor coordination, contract processing support, event coordination, and operational support functions. This person will help maintain accurate records, track deadlines and dependencies, support cross-functional coordination, process vendor-related documentation, and identify practical ways to improve team workflows over time. In this role, they will also gain exposure to and support initiatives across product marketing, event marketing, and communications, building a broader understanding of how marketing functions operate together and across the organization. - Project Coordination and Asana Management - Maintain project plans, timelines, owners, due dates, and dependencies in Asana - Help keep recurring marketing work and time-based projects current and organized - Follow up with team members on deadlines, blockers, and outstanding tasks - Support consistent team use of Asana for planning, tracking, and visibility - Help prepare project status updates and simple progress views for team and leadership use - Surface risks, delays, or cross-functional dependencies early so they can be addressed - Cross-Functional Coordination - Drive coordination across departments to help keep projects moving - Track deliverables that require input, review, approval, or handoff from other teams - Design and manage processes to ensure next steps, deadlines, approvals, and handoffs are clear and documented - Capture and organize action items and follow-up needs when necessary to project continuity - Coordinate across marketing, communications, product, learning services, finance, and external partners to help keep event-related work moving - Track event deliverables that require input, review, approval, or handoff from other teams - Marketing Budget, Vendor, and Contract Support - Manage monthly reconciliation of actual expenses against budget. - Manage grant expense tracking to support timely drawdown of funds and accurate reporting. - Maintain organized budget tracking documents and records. - Gather, review, and organize invoices, spend records, vendor documentation, and related materials. - Support the processing, tracking, and coordination of external vendor contracts through approved internal workflows. - Coordinate vendor paperwork, invoice follow-up, payment status questions, and contract-related documentation as needed. - Support event budget tracking, including vendor estimates, invoices, deposits, shipping costs, materials, travel-related expenses, and final reconciliation. - Maintain event-related budget records and documentation to support accurate forecasting, reporting, and expense tracking. - Support event vendor coordination, including tracking vendor agreements, deadlines, deposits, invoices, W-9s, payment needs, and related logistics. - Partner with internal stakeholders to help ensure vendor and contract information is complete, accurate, and submitted on time. - Flag discrepancies, missing information, timing issues, or contract process risks for review. - Prepare clean, accurate inputs to support reforecasting and budget planning discussions led by others. - Partner with internal stakeholders to ensure budget information is current and complete. - Event Coordination and Logistics Support - Support coordination of marketing-led events, conferences, and other organizational event needs where marketing plays a planning or execution role. - Maintain event timelines, task lists, owners, deadlines, and dependencies in Asana or other planning tools. - Coordinate event logistics, including timelines, shipping needs, materials, signage, handouts, registration details, staffing plans, production needs, and day-of support documentation. - Support coordination with external event vendors, including venues, printers, production partners, shi…