The Marketing Operations Coordinator supports the daily operations of the marketing department, ensuring smooth coordination of projects, communications, systems, and resources. Reporting directly to the Vice President, Marketing, the role involves administrative support, budget tracking, process management, vendor coordination, and internal communication facilitation for a team of marketing professionals.

Administrative Support:

• Serve as the primary administrative point of contact for the marketing department.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Maintain and update shared calendars including travel and out of office
• Maintain and share calendar of key marketing events and milestones, ensuring minimization of timing conflicts

Project & Team Coordination:

• schedules and coordinates department meetings
• Assist in scheduling and tracking department-wide marketing campaigns and project deadlines.
• Support the coordination of cross-functional meetings and task alignment across the marketing team.

Budget, invoicing & Vendor Management:

• Track departmental budgets and expenditures; process invoices and purchase orders.
• Works with family office on credit card usage reports and tracking
• Maintain records of contracts, quotes, and SOWs with marketing vendors and freelancers.
• Coordinate with finance and procurement to ensure timely payments and reconciliations.
• Ensures Marketing Team members are notified of upcoming contract deadlines

Ticket Administration

• Administer high-volume ticket inventory across professional sports, concerts, and special events.
• Manage suite and seat allocations for multiple venues, including NFL, NHL, MLB, and concert events.
• Maintain organized records of ticket usage, availability, and event schedules.
• Coordinate ticket distribution, tracking, and utilization to ensure accurate reporting and maximum value.

Marketing Support

• Assists events team with execution of company meeting at HQ or local area
• Assists events team with maintaining attendee lists
• Assist with Marketing Projects as needed

Reporting & Documentation:

• Maintain documentation such as marketing playbooks, process manuals, and campaign post-mortems.
• Compile and format team reports, marketing analytics dashboards, and KPIs for leadership.
• Assist in preparation of presentations and quarterly business reviews (QBRs).

Team Support:

• Help onboard new marketing team members with equipment, tools, and orientation schedules.
• Organize team-building activities, department-wide communications, and morale-boosting initiatives.
• Act as the communication liaison within the department.

Required:

• 2–4 years of administrative experience, preferably in a marketing, communications, or creative environment.
• Proficiency with MS Office Suite 
• Strong organizational and time management skills.
• Excellent written and verbal communication.
• Attention to detail
• Problem-solving
• Proactive communication
• Flexibility and adaptability
• Team-oriented mindset
• Confidentiality and professionalism

Preferred:

• Experience with budgeting, procurement, or vendor coordination.
• Familiarity with marketing tools (e.g., HubSpot, Salesforce, Adobe Creative Cloud).
• Bachelor’s degree in marketing, business administration, communications, or related field.

H.W. Kaufman Group is a powerful global network of companies dedicated to shaping the future of insurance. With thousands of dedicated professionals across an extensive network of over 60 offices around the world, we lead by offering innovative solutions that are at the forefront of the industry. We are privately owned and thus free from the influence of Wall Street. This allows us the ability to adapt to constantly fluctuating market conditions. From brokerage, underwriting and real estate to claims, loss control and risk management services, our depth of services is unrivaled.

Equal Opportunity Employer

The H.W. Kaufman Group of companies is an equal opportunity employer. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion, gender, gender identity, age, national origin, disability, veteran status, marital status, pregnancy, sexual orientation, genetic information or any other status or condition protected by the laws or regulations in the locations where we operate.

In addition, Kaufman will make reasonable accommodations to known physical or mental limitations of an otherwise qualified person with a disability, unless the accommodation would impose an undue hardship on the operation of our business.