Senior Marketing Operations Coordinator (Temporary)

The GRAMMY Museum•Santa Monica, CA

1d•Onsite

About The Position

This is a temporary position with an anticipated duration of up to six months. The temporary Senior Marketing Operations Coordinator supports day-to-day marketing operations across the entire Marketing and Communications (Marcomms) team, including workback timeline design, budget tracking, vendor coordination, and process management. This is a temporary role that owns the operational execution the rest of the Marcomms team relies on: keeping campaigns on track, flagging and helping resolve risk, and keeping vendor relationships organized and on schedule, all in close partnership with the Senior Director. You take the lead on day-to-day departmental project efficiency, spotting bottlenecks and helping build and roll out the tools and processes that fix them. You are a process-oriented, detail-driven owner who can run day-to-day execution independently while partnering closely with the Senior Director on larger decisions, vendor commitments, and anything with cross-departmental impact. You're comfortable representing the department to cross-functional stakeholders, including high-profile executives and external partners, under the Senior Director's guidance.

Requirements

Bachelor's degree in marketing, communications, business, or related field, or equivalent work experience.
4+ years of related work experience, including some exposure to budget tracking, vendor coordination, or project management tool administration, beyond purely execution-level project support.
Demonstrated experience building workback schedules and campaign timelines, coordinating vendor/contractor agreements, and helping resolve cross-functional resourcing conflicts.
Experience supporting or helping standardize project management processes or tooling for a team or department.
Strong professional and personable communication skills, with experience representing a department or function to senior executives and external partners.
Strong proficiency in MS Office and project management software (e.g., Airtable, Asana, or similar platforms); experience administering or helping roll out such tools at a team/department level a plus.
Excellent attention to detail with proven analytical skills; comfortable working independently on day-to-day execution while checking in with leadership on higher-stakes decisions.

Nice To Haves

Prior creative agency or marketing/entertainment experience within the music industry preferred.

Responsibilities

Serve as the primary point of contact for all Marcomms operations inquiries and requests, and the first point of contact for day-to-day cross-departmental prioritization conflicts within Marcomms, proposing trade-offs and looping in the Senior Director on anything with broader impact.
Project Manage and facilitate smooth interdepartmental communication and collaboration, resolving day-to-day conflicts and dependencies directly with campaign leads.
Build and maintain workback timelines and scheduling systems for Marcomms campaigns and key initiatives, mapping milestones from kickoff through launch and wrap-up; recommend and implement adjustments in response to risk, keeping the Senior Director informed on anything affecting cross-departmental commitments.
Partner with campaign leads across marketing and communications to identify dependencies, flag risks to deadlines, and keep cross-functional stakeholders aligned on status.
Process and track vendor and contractor invoices against project budgets and Service Request Forms, ensuring accurate coding, timely approvals, and on-schedule payment.
Maintain a centralized tracker for vendor and contractor agreements and their associated deliverables (e.g., video, photography, creative, and production agreements), monitoring delivery dates, acceptance status, and invoicing eligibility; lead day-to-day vendor coordination and negotiation within established guidelines, partnering with the Senior Director on new vendor relationships and contract terms.
Support merchandise production timelines and planning, from initial vendor coordination through production, quality checks, and delivery.
Manage and maintain overall project timelines across the department, ensuring all tasks and milestones are met and proactively communicating changes to stakeholders.
Identify opportunities to standardize and improve project management processes and tools (e.g., Airtable, Asana, or similar platforms) across the Marcomms team — leading day-to-day maintenance and adoption, with the Senior Director weighing in on major platform or governance changes.
Assess and report on overall departmental project efficiencies, diagnosing root causes of recurring bottlenecks and proposing recommendations for improvement; track efficiency KPIs and bring findings to the Senior Director for review.
Support the marketing team with in-person meetings and on-site logistics needs.
Correspond in writing and verbally with executives, partners, members, and clients as the representative of Growth Marketing.
On occasion, interface with artist management and PR representatives in conjunction with special campaigns and initiatives, such as Grammy House.
Provide onsite production support.
Manage meeting requests (inbound and outbound), assessing the importance, and sending relevant meeting invites.
Manage invoices from vendors, consultants, and contractors, assigning department and general ledger codes and cataloging for future budget-related inquiries, needs, and evaluations, with approval authority for invoices and purchase requisitions up to [$X] per transaction; bring spend above that threshold to the Senior Director for sign-off.
Help ensure timely vendor compensation.
Support the Marcomms team in documenting expenses and communicating payment schedules with Finance & Accounting.
Oversee travel, parking, per diem requests, and credentialing for the Marcomms team and vendors (where relevant) during Grammy Week events, handling day-to-day exceptions and flagging larger conflicts to the Senior Director.
Work with the credentialing and ticketing team to ensure all Marcomms needs are met through completion.
Support relevant, vendors, and partners' show ticket requests.
Assist with event project management for Grammy House and Artist Showcases, specific to guest list curation, logistics, and check-in.