Programming & Marketing Coordinator

Proctors Group•Schenectady, NY

4h•$25 - $27

About The Position

Proctors Collaborative is the Capital District’s leading regional arts organization with performing arts venues in Albany, Schenectady, and Saratoga, and education, civic engagement and economic development initiatives throughout the region. We’re changing expectations about how the arts serve a community. Proctors Collaborative seeks a Programming & Marketing Coordinator to join the Programming and Marketing teams. This is a full-time, benefits eligible position.

Requirements

Bachelor’s degree in Marketing, Communications, Arts Administration, Business, or a related field; or equivalent combination of education and professional experience.
1–3 years of experience in marketing, communications, event coordination, or programming support.
Experience developing marketing strategies that effectively reach and engage diverse audiences and communities.
Proficiency with project management platforms such as MS Planner or similar tools.
Strong working knowledge of social media platforms, including creating and managing Facebook Events.
Comfortable working with spreadsheets, budgeting tools, and reporting software.
Strong digital literacy, including Microsoft Office, cloud file management, and team collaboration tools.
Excellent writing, editing, and proofreading abilities.
Comfortable representing the organization at public events, tabling, and on‑site promotional activities
Strong organizational skills with the ability to manage complex calendars and multiple venues.
Experience coordinating event details, workflows, contracts, or client communications is beneficial.
Proven ability to manage several projects simultaneously and meet time‑sensitive deadlines.
Clear and effective communicator with strong interpersonal skills.
Highly detail‑oriented with strong follow‑through and problem‑solving abilities.
Collaborative team player comfortable working across departments.
Self‑motivated, proactive, and adaptable in a fast‑paced environment.
Willingness to work occasional evenings and weekends as needed for events and activations.

Nice To Haves

Experience in performing arts, live entertainment, hospitality, or nonprofit environments strongly preferred.
Familiarity with ticketing or CRM systems (e.g., Tessitura, Prism, FM) is a plus.
Basic experience with design tools such as Canva or Adobe Creative Suite preferred.

Responsibilities

Provide marketing support for rental clients, including asset collection, event listing setup, and promotional guidance.
Provide marketing support as assigned for shows presented by Proctors Collaborative.
Manage and track projects using the marketing project‑management system, ensuring deadlines and deliverables are met.
Oversee print needs, including file preparation, vendor coordination, and distribution of printed materials across venues.
Create and maintain Facebook Events for all venues and productions.
Assist Group Sales Manager with event tabling, street‑team activity, and on‑site promotional activations.
Act as Marketing’s internal liaison to departments such as Food & Beverage, Volunteer Services, Collaborative Scene Shop, and the Proctors Equity, Diversity, Inclusion, and Accessibility (EDIA) team.
Support the team with the development of a network of minority and/or LGBTQIA friendly organizations and businesses that would support marketing efforts. Proctors could market directly.
Participate in EDIA focused community events to help increase visibility and marketing strategies.
Support the Proctors Gift Shop through ordering assistance, inventory coordination, and merchandising tasks.
Build and manage event promo codes and presale codes within the ticketing system.
Serve as primary coordinator for rental event inquiries, managing calendar availability, venue holds, and internal communication.
Support budgeting processes for rental events and coordinate contract workflows with the Contract Administrator.
Build rental events in the ticketing system and ensure accuracy of event details, pricing, and configurations.
Assist in settlement processes for rental events in collaboration with the Programming department.
Function as a shared resource to both Programming and Marketing, ensuring consistent communication, organized workflows, and smooth hand‑offs between departments.
Provide project facilitation and administrative support to help align programming goals with marketing strategies across all venues.