Marketing Project Coordinator

Opportunity

Role Overview

The Marketing and Design Specialist is a vital, hands-on role responsible for the creation and execution of the agency’s marketing materials and brand identity. This position requires a professional who is a highly organized coordinator, capable of managing logistical operations, overseeing production projects (like video), and ensuring all content adheres to strict compliance standards.   Layout design skills and software familiarity, i.e. Canva, are required.  This role reports to the Marketing Manager.

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Key Responsibilities

1. Marketing Project creation and Production

Design and create a wide range of marketing materials, including digital ads, social media graphics, flyers, brochures, newsletters, presentations, and website content, from “initial ideas” to “end products.”  Ensures all assets adhere to brand guidelines and are completed in appropriate timelines.

Manage the agency’s social media presence, including content scheduling, community engagement, and performance analysis.

Assist in the development and execution of email marketing campaigns.

Maintain the agency website (or specific sections) with up-to-date and engaging content.

2. Agent Conference and Event Coordination

Serve as the primary coordinator for agent attendance at external conferences, industry events, and training seminars.

Handle certain logistical arrangements for attendees, including registration and material preparation (e.g., business cards, booth supplies).

Manage relationships with conference organizers and secure necessary exhibit space or sponsorships when required.

3. Marketing projects coordination and Supplies Management

Oversee the full lifecycle of marketing supplies, including vendor selection, ordering, inventory management, and distribution of promotional items, printed materials, and agency swag.

Manage the marketing supply budget and ensure cost-effective purchasing.

Maintain an organized inventory system for all marketing collateral to ensure materials are available as needed for agents and events.

Assist in monitoring project status and help the marketing team prioritize to manage deadlines and expectations from management.

4. Compliance and Oversight (E&O)

Ensure all external communications (print, digital, and media productions) are reviewed for Error & Omissions (E&O) compliance, proper disclaimer usage, and adherence to state insurance regulations.

Ensure all creative and content decisions align with established agency brand guidelines and regulatory requirements, ensuring all materials are persuasive while maintaining ethical and compliant messaging.

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Required Skills and Attributes

1. Core Marketing & Technical Skills

Graphics and Design Expertise: Proficiency in design software (e.g., Adobe Creative Suite: Photoshop, Illustrator, InDesign) and the ability to create visually compelling marketing collateral.

Campaign Creation and Execution: Proven ability to translate marketing strategies into concrete, actionable campaigns across various channels (print, digital, email, social), demonstrating an understanding of the core sales process and persuasive triggers to drive desired agent or client behavior.

Brand and Compliance Adherence: The skill to apply design and content within established brand guidelines and stringent Error & Omissions (E&O) and regulatory requirements common in the insurance industry. This includes proactively managing and updating mandatory disclaimers and required compliance language.

Digital Content Production: Experience in creating and editing content for digital platforms, including basic website content management (CMS) and email marketing platforms (e.g., Mailchimp, Constant Contact).

Media Production (Project Oversight): Experience with basic video editing or photography for internal and external marketing content, combined with the ability to oversee and manage the full production lifecycle of multimedia projects with external vendors.

2. Organizational & Project Management Skills

Logistics and Inventory Management: Good organizational skills required for ordering, tracking, inventorying, and managing the distribution of all marketing supplies and materials.

Agent Coordination: Proficiency in detailed logistics, including handling registration, travel arrangements, and material preparation for agent attendance at external conferences.

Organizational Skills  Ability to manage multiple creative projects simultaneously, track deadlines, and maintain organized digital asset libraries, project files, and logistical systems.

Detail Orientation: A strong focus on accuracy in design, content, and campaign deployment, combined with precision in managing vendor quotes, travel itineraries, and supply counts.

Time Management: Proficiency in prioritizing tasks to meet the demanding schedules of a large agency, especially those driven by sales initiatives and firm event deadlines.

3. Professional & Interpersonal Attributes

Professional Maturity and Initiative: The ability to take direction, work independently and proactively leads assigned projects, and serves as a reliable back-up to the Marketing Manager.

Strong Written and Verbal Communication: Ability to articulate ideas clearly, provide support, and manage communication with diverse stakeholders, especially salespeople and external vendors/conference organizers.

Collaborative and Supportive: A team-oriented demeanor that thrives in a supporting role, comfortable being the “knowledge and graphics specialist”, while also taking initiative to lead new operational duties.

Adaptability and Learning Agility: A demonstrated ability to rapidly learn and master new software, digital tools, and complex logistical processes.

4. Educational Background

• High School graduate, Diploma required.
• A degree in a relevant discipline is preferred.

5. Physical Demands

While performing the duties of this job, the employee is occasionally required to walk; stand; sit; use hands; reach with hands and arms; balance; stoop; talk and hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work environment: medium-paced, minimal noise, team orientation with solo projects.  In-person at the office in Hagerstown.

Schedule:

8-hour shift

Monday to Friday

6. Rewards

Pay rate: $26 to $32 an hour.

7. Benefits

Dental insurance

Health insurance

Health savings account

Life insurance

Paid time off.

Retirement plan

Vision insurance