Marketing Coordinator

Part-Time Marketing Coordinator & Administrative Support

The Part-Time Marketing Coordinator & Administrative Support professional provides direct support to the owner of a financial planning firm by coordinating marketing activities, maintaining the firm's Customer Relationship Management (CRM) system, managing client meetings, preparing presentations, and assisting with administrative and documentation-related tasks. This position requires exceptional attention to detail, strong organizational and communication skills, sound judgment, and the ability to manage multiple priorities while maintaining strict confidentiality. The ideal candidate will have experience in a professional services environment, with strong paralegal, legal administrative, or document management experience highly desirable. The successful candidate will help ensure that client information, meeting materials, marketing communications, and business records are accurate, organized, professional, and completed in a timely manner.

Essential Duties and Responsibilities

• Assist the owner with planning, coordinating, and executing marketing activities and initiatives.
• Prepare, format, proofread, and update marketing materials, client communications, presentations, and other business documents.
• Assist with developing and maintaining client newsletters, educational materials, firm announcements, and other marketing communications.
• Ensure marketing materials are accurate, professionally presented, and consistent with the firm's branding and communication standards.
• Maintain marketing calendars, track deadlines, and coordinate the distribution of marketing materials.
• Assist with organizing client appreciation events, educational seminars, webinars, and other firm-sponsored activities.
• Coordinate with outside vendors or service providers as needed for marketing and promotional projects.

• Maintain and update the firm's CRM system (MadeMMarket) to ensure client and prospect information is accurate, complete, and current.
• Enter and maintain contact information, meeting notes, follow-up activities, reminders, and other relevant client relationship details.
• Monitor outstanding follow-up items and assist the owner in tracking client communications and action items.
• Maintain organized electronic client records and ensure documents are saved in the appropriate locations.
• Identify missing information, duplicate records, inconsistencies, or incomplete entries and follow up as needed.
• Support the effective use of the CRM by maintaining consistent data entry practices and recordkeeping procedures.

• Coordinate client and prospect meetings, including scheduling, calendar management, confirmations, and preparation of meeting materials.
• Prepare meeting agendas, presentation materials, reports, and supporting documentation for the owner.
• Assist with creating and formatting PowerPoint presentations, client review materials, and other visual documents.
• Gather and organize information needed for meetings and ensure materials are complete and available in advance.
• Maintain meeting notes, track follow-up items, and assist with ensuring action items are completed.
• Coordinate virtual meeting logistics and assist with preparing conference rooms or other meeting arrangements as needed.

• Prepare, proofread, format, organize, and maintain agreements, forms, letters, correspondence, and other professional documents.
• Review documents for completeness, consistency, missing information, signature requirements, dates, and formatting errors.
• Assist with gathering, organizing, and tracking documentation required for client files, account-related paperwork, and other administrative processes.
• Maintain document checklists and tracking logs to monitor outstanding forms, signatures, approvals, and required supporting materials.
• Organize electronic files and maintain accurate document naming, version control, and retention practices.
• Assist with preparing document packets, obtaining signatures, and tracking the completion and return of documents.
• Conduct administrative research and compile information for the owner, as directed.
• Maintain confidentiality when handling sensitive personal, financial, contractual, and business information.
• Identify incomplete or inconsistent documentation and bring discrepancies or questions to the owner's attention.
• Assist with maintaining internal procedures, templates, checklists, and standard business forms.
• Support document organization and preparation for audits, compliance reviews, or other business reviews, as assigned.

• Provide direct administrative support to the owner, including calendar management, task tracking, correspondence, and project coordination.
• Monitor deadlines and maintain organized systems for tracking projects, deliverables, and outstanding requests.
• Draft and proofread emails, letters, summaries, and other business communications.
• Maintain electronic and physical filing systems, as applicable.
• Assist with special projects and operational initiatives as assigned.
• Anticipate administrative needs, identify opportunities to improve processes, and help the owner work efficiently.
• Handle confidential information with professionalism, discretion, and sound judgment.

• Follow established procedures for handling and safeguarding confidential client and business information.
• Exercise care when accessing, transmitting, storing, or disposing of sensitive records.
• Follow the firm's policies regarding client communications, document handling, data security, and recordkeeping.
• Assist with maintaining accurate records and supporting documentation in accordance with firm procedures.
• Escalate questions, discrepancies, or potential compliance concerns to the owner rather than making independent determinations.

Qualifications and Experience Required

• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, particularly Word, Excel, Outlook, and PowerPoint.
• Ability to learn and effectively use CRM platforms and document management systems.
• Strong proofreading, formatting, and document preparation skills.
• Ability to manage multiple assignments, prioritize deadlines, and work independently.
• Professional demeanor and the ability to handle confidential information with discretion.
• Strong follow-through and a commitment to accuracy and quality.

Preferred Qualifications

• Paralegal education, paralegal certification, or substantial experience in a paralegal or legal administrative role.
• Experience working in a financial planning firm, wealth management practice, accounting firm, law firm, or other professional services environment.
• Experience maintaining CRM databases and client records.
• Experience preparing presentations, client-facing materials, and professional correspondence.
• Familiarity with electronic signature platforms, document management systems, and workflow tracking tools.
• Experience working with sensitive financial, contractual, or other confidential documentation.
• Familiarity with financial services compliance procedures and document retention practices.

Key Competencies

• Attention to Detail: Consistently identifies errors, missing information, and inconsistencies before documents or materials are finalized.
• Organization and Time Management: Maintains orderly records, tracks deadlines, and manages competing priorities effectively.
• Confidentiality and Discretion: Handles sensitive information responsibly and exercises sound professional judgment.
• Written Communication: Produces polished, accurate, and professional correspondence and marketing materials.
• Technology Proficiency: Learns new software quickly and uses technology to improve accuracy and efficiency.
• Initiative and Accountability: Anticipates needs, takes ownership of assigned responsibilities, and follows tasks through to completion.
• Client Service Orientation: Communicates professionally and helps create a positive, organized client experience.
• Adaptability: Works effectively in a small-firm environment where responsibilities may vary based on business needs.