Marketing and Executive Operations Coordinator

PLEASE NOTE: A cover letter is required to be considered for this position. Please include a brief cover letter explaining your interest in the Medical Coordinator role and why you believe your experience and background would make you a strong fit for Healthnetwork

Remember to check your CV before applying Also, ensure you read through all the requirements related to this role.

Job Title: Marketing and Executive Operations Coordinator

Location: Pepper Pike, OH

Reports To: Marketing Manager / President

Job Type: Full-Time

Position Summary

The Marketing and Executive Operations Coordinator is responsible for providing administrative and project support to the President and Marketing Manager, helping each remain focused on the responsibilities that require their leadership, judgment, and expertise.

This role supports the day-to-day coordination and follow-through behind marketing initiatives, organizational events, executive activities, meetings, communications, and special projects. The Marketing and Executive Operations Coordinator serves as a highly organized and proactive resource who anticipates needs, manages details, and helps ensure priorities move forward efficiently and professionally.

Marketing Support

• Provide day-to-day administrative and project support to the Marketing Manager, helping create capacity for strategic planning, communications, relationship development, and other higher-level marketing priorities.
• Assist the Marketing Manager with building, testing, scheduling, and distributing email campaigns using established content, templates, and processes.
• Assist with proofreading marketing communications for accuracy, grammar, formatting, links, and consistency prior to distribution.
• Assist with maintaining email distribution lists, audience segmentation, marketing lists, and CRM information.
• Assist the Marketing Manager with webinar coordination, including registrations, attendee communications, reminders, materials, platform preparation, live-event support, and post-event follow-up.
• Assist with updating PowerPoint presentations, brochures, reports, marketing collateral, and other communications using established templates and brand standards.
• Assist with routine marketing production needs and coordinate printing or production requests with outside vendors as directed by the Marketing Manager.
• Assist with gathering marketing metrics and updating routine reports, dashboards, tracking documents, and spreadsheets.
• Assist with preparing and updating hospital reports, member reports, and other recurring organizational reports.
• Coordinate information needed from internal departments to support report preparation and marketing projects.
• Assist with coordinating branded materials, stationery, promotional items, and other marketing resources, including inventory and reordering needs.
• Maintain organized marketing files, templates, calendars, project materials, and department resources.
• Assist with marketing project timelines, administrative follow-up, vendor communication, and other projects assigned by the Marketing Manager.

Executive Support

• Provide day-to-day administrative, logistical, and project support to the President, helping protect time for organizational leadership, strategic priorities, relationship development, and the continued growth of Healthnetwork.
• Coordinate the President's calendar, including internal and external meetings, appointments, conference calls, travel, and organizational commitments.
• Coordinate meetings by scheduling attendees, preparing invitations, reserving meeting space, arranging virtual meeting links, and organizing supporting materials.
• Assist with preparing agendas, presentations, reports, correspondence, and other materials needed for executive meetings and activities.
• Track follow-up items and assist with ensuring commitments, next steps, and action items are completed in a timely manner.
• Assist with executive correspondence, document preparation, proofreading, and administrative communications.
• Maintain organized executive files, records, receipts, and travel documentation.
• Handle confidential and sensitive information with professionalism and discretion.
• Assist with special projects and organizational initiatives assigned by the President.
• Research and organize background information needed by the President for meetings, travel, relationship development, and special initiatives.
• Coordinate leadership meetings, Board-related logistics, and other executive activities at the direction of the President.

Executive Events & Project Coordination

• Provide logistical and administrative support for executive meetings, dinners, trips, retreats, and special organizational events.
• Research and coordinate venues, restaurants, hotels, transportation, activities, and other event or travel requirements.
• Coordinate invitations, attendee lists, RSVPs, reservations, schedules, itineraries, and event communications.
• Prepare schedules, materials, contact information, and other resources needed for executive events and trips.
• Maintain event and project timelines, checklists, and follow-up items to ensure details are completed in advance.

Additional Responsibilities

The responsibilities listed above represent the primary expectations of this position. xhyhwjd Additional duties may be assigned to support the mission and operational needs of Healthnetwork Foundation.