Marketing Associate

Marketing Associate

The Marketing Associate plays a central role across the Marketing & Communications and Public Affairs departments, providing high-level administrative, operational, and coordination support. Reporting jointly to the Chief Marketing Officer (CMO) and the Vice President of Communications and Public Affairs (VP), this position serves as a trusted partner to departmental leadership and staff, helping ensure the day-to-day work of both teams runs smoothly and efficiently.

The role carries primary responsibility for administrative support for both departments, including complex calendar management, scheduling, meeting coordination, expense processing, internal logistics, and project coordination. The Marketing Associate also helps maintain departmental project plans and workflows, supporting cross-functional planning, tracking milestones and ensuring priorities remain visible and on schedule. In addition, the Marketing Associate tracks departmental expenses and manages departmental budgets. Success in this role requires strong organizational judgment, attention to detail, and the ability to manage multiple priorities independently in a collaborative environment.

Essential Functions:

• Serves as the primary administrative support for the Marketing and Communications and Public Affairs departments, including complex calendar management, scheduling, and coordination for the CMO and VP;
• Coordinates internal and external meetings, convenings, conferences, and special events, often in collaboration with colleagues across the organization;
• Maintains and processes expense reports, invoices, contracts, budget trackers, and related documentation;
• Supports departmental project planning and workflow management, maintaining project tracking tools, monitoring timelines, coordinating updates, and helping ensure cross-functional initiatives stay organized and on schedule; and
• Acts as a dependable operational point of contact, ensuring leaders and teams are supported, prepared, and able to focus on strategic priorities.
• Coordinates mailings and distributions (newsletters, invitations, reports, and other communications), including list development, calendars, production logistics, and quality control; and
• Maintains inventory and distribution of Foundation publications, including lobby displays and fulfillment of internal and external requests.
• Supports internal digital marketing efforts and helps administer project management and workflow tools that improve coordination, visibility, and efficiency across departments; and
• Provides event support as needed, including occasional early morning or evening responsibilities.

Other Duties and Responsibilities:

• Individuals assigned to this position may perform other duties as assigned.

Qualifications:

• Bachelor's degree or equivalent experience; and
• At least 2 years related work experience.
• Familiarity with and/or interest in the non-profit sector, development, and/or non-profit management;
• Excellent demonstrated administrative, organizational and calendar management skills;
• Experience coordinating projects, maintaining project plans, or working with project management platforms (such as Monday.com, Asana, Smartsheet, or similar tools) preferred;
• Strong organizational skills and impeccable attention to detail and accuracy;
• Customer service orientation;
• Excellent written and verbal communication skills;
• Participatory work style; team player; ability to give and receive constructive feedback;
• Ability and willingness to handle confidential matters in a discreet manner;
• Excellent proofreading and editing skills;
• A self-starter with a professional and mature interpersonal style, ability to interact well with a diverse range of people;
• Ability to adjust work activity to various management styles;
• Strong knowledge of and experience with setting up and hosting Zoom meetings;
• Demonstrated expertise with Microsoft Office products - especially Word, Excel, Outlook and Power Point;
• Demonstrated expertise in data management and reporting skills; database experience in Salesforce strongly preferred;
• A can-do and will-do attitude, i.e. no task is too high level nor too basic;
• Ability to prioritize tasks and meet organizational deadlines;
• Commitment to contributing to an overall organizational culture of learning and wellbeing; and
• Preference for awareness, understanding, and connection to the Boston community.

Working Conditions & Physical Demands:

• Ability to work at workstation for long periods of time;
• Ability to work on site and/or remotely, as required;
• Ability to use a keyboard for extended periods of time; and
• Able and available to work some early mornings or evenings, depending on business needs.

The content is intended to describe the general nature and level of work being performed by persons assigned to this job. It is not intended to constitute an exhaustive list of all responsibilities and duties required.

External and internal applicants, as well as position incumbents, who are or become disabled as defined under the Americans with Disabilities Act or applicable state law, must be able to perform the essential functions of the job (including those listed above) either with or without reasonable accommodation. Reasonable accommodation, if any, will be determined by management in consultation with the employee on a case-by-case basis.

This job description is intended to be general and may be revised from time to time. At management's discretion, the employee may be assigned different or additional duties from time to time.