Marketing Project Specialist

The Marketing Project Specialist will serve as the primary point of contact for incoming marketing project requests, meeting with team members across departments to define project goals and requirements. They will develop clear project overviews and timelines, input all relevant information into Wrike, and monitor project status to maintain balanced workloads across the marketing team. This position will also serve as the in-house Wrike expert, leveraging the software to improve workflows and drive greater efficiency across ICAN, the Utica Children’s Museum and Elevate. Will promote the philosophy and mission of the agency by performing the following duties.

Duties and Responsibilities:

Project Intake & Communication

• Serve as the main contact for all new marketing project requests from internal departments.
• Facilitate intake meetings to understand project needs, objectives, goals, target audience, and desired outcomes.
• Create detailed project overviews and briefs that include all necessary specifications and
• deadlines.

Project Workflow Support

• Input, manage, and track all marketing projects in Wrike, ensuring proper setup, deadlines, and task assignments.
• Collaborate with marketing leadership to prioritize tasks and allocate resources effectively.
• Monitor ongoing projects to ensure they are progressing on schedule and meeting expectations.

Wrike Administration & Process Improvement

• Serve as the Wrike platform specialist within the department, optimizing the use of the software for project tracking and communication.
• Identify opportunities for automation and improved workflow design to enhance productivity.
• Train and support team members and other staff in effectively using Wrike.

Calendar Management & Planning

• Maintain and update the marketing project calendar on a daily, monthly, and annual basis to support planning and resource management.
• Assist in long-term scheduling to align marketing initiatives with organizational priorities.

Cross-Departmental Collaboration

• Provide excellent internal customer service by facilitating smooth communication and follow-up across teams.
• Ensure that all departments receive timely, accurate, and high-quality support for their marketing needs.
• Act as a liaison between departments and the marketing team to ensure clarity and alignment on all projects.
• Collaborates with Marketing leadership to ensure internal clients receive a positive, professional, and service-oriented experience throughout every project interaction.
• Manages post-project feedback surveys to collect insights that drive continuous improvement in internal customer satisfaction and overall project experience.
• Additional duties may be assigned, on an as needed basis.

Education/Experience:

Required Qualifications

• Bachelor’s degree in Marketing, Communications, Business, Project Management, or related field.
• 2–4 years of experience in a project coordination, traffic, or marketing support role.
• Familiarity with project management platforms (Wrike strongly preferred).
• Strong organizational and time management skills, with high attention to detail.
• Clear written and verbal communication skills and the ability to work across departments.
• Demonstrated ability to manage multiple projects and priorities in a fast-paced environment.
• A valid NYS Driver's License is required.

Preferred Qualifications

• Hands-on experience or certification in Wrike or similar project management tools.
• Experience supporting marketing or creative teams in a nonprofit or agency setting.
• Understanding of creative and content production processes.