Marketing Project Management Specialist — Irvine, CA

Department: Marketing

Location: Irvine, California

Reports To: Chief Marketing Officer

Employment Type: Full-Time (Exempt)

POSITION SUMMARY

rfjXX is seeking a highly organized, proactive, and detail-oriented marketing professional to support the planning, coordination, and execution of marketing initiatives across our Westen Markets.

This position will play an important role in ensuring marketing projects move forward efficiently, deadlines are met, and deliverables are coordinated across various internal global teams and external partners. Working closely with the Marketing leadership, this individual will help translate departmental priorities into actionable project plans, maintain visibility into ongoing initiatives, and ensure projects remain organized and on schedule from initial planning through completion.

The ideal candidate is a strong project coordinator with an understanding of marketing workflows, creative production, campaign execution, and cross-functional collaboration. This individual should be comfortable managing multiple priorities, anticipating project needs, following up on outstanding items, and helping maintain structure and accountability within a fast-paced marketing environment.

This is an execution-focused position that supports Marketing Global Teams and the broader department through effective project management, communication, and operational coordination.

KEY RESPONSIBILITIES

1. Marketing Project Coordination & Execution

• Coordinate marketing projects and initiatives from initial planning through completion, ensuring timelines, deliverables, and expectations are clearly established.

• Develop and maintain project schedules, timelines, task lists, and tracking documents to monitor progress.

• Coordinate assignments and deliverables across internal Marketing teams, ensuring projects remain on track and aligned with established priorities.

• Monitor project milestones and proactively follow up on outstanding tasks, approvals, and deadlines.

• Identify potential delays, workflow challenges, or resource conflicts and communicate them to Marketing leadership.

• Maintain organized project documentation, shared files, and records to support visibility and continuity across projects.

2. Campaign & Marketing Initiative Support

• Coordinate the execution of marketing campaigns, product launches, promotional initiatives, and seasonal marketing activities with CMO and Market General Managers.

• Assist with organizing campaign timelines, creative assets, approvals, and required deliverables.

• Work with internal teams to ensure marketing materials and content are completed and delivered according to established schedules.

• Track campaign-related tasks and ensure all participating teams are informed of their responsibilities and deadlines.

• Support the coordination of marketing activities related to product education, brand initiatives, distributor communications, and promotional events.

3. Cross-Functional Team Collaboration

• Serve as a central coordination point between Marketing and other internal departments, including Creative, Digital, Content, Social Media, Product Education, Sales, and Operations.

• Facilitate communication between team members to ensure project requirements, updates, and deliverables are clearly understood.

• Support collaboration between U.S. Marketing teams and international or headquarters-based counterparts when needed.

4. Workflow & Process Management

• Help establish and maintain consistent project management practices, workflows, and tracking systems within the Western Marketing department.

• Organize incoming project requests and assist with prioritizing assignments based on departmental direction and deadlines.

• Maintain project management platforms, shared calendars, and departmental trackers.

• Identify opportunities to improve communication, organization, and overall project efficiency.

• Assist with standardizing project intake, approval processes, and deliverable tracking.

• Ensure project files, creative assets, and relevant documentation are properly organized and accessible.

5. Creative & Marketing Production Coordination

• Coordinate with other department within the company, internal creative teams and external vendors to monitor the progress of marketing materials and creative deliverables.

• Track requests for graphic design, photography, video production, digital assets, and other marketing collateral.

• Assist with managing creative review cycles, revisions, feedback, and final approvals.

• Monitor production timelines to ensure materials are completed and distributed according to project schedules.

• Support the coordination of external agencies, freelancers, and other marketing service providers as assigned.

6. Reporting & Administrative Support

• Share project status updates and progress reports with Marketing leadership.

• Maintain visibility into active projects, upcoming deadlines, outstanding deliverables, and potential bottlenecks.

• Assist market leadership by tracking project resources and departmental priorities.

• Provide general operational and administrative support related to Marketing projects and departmental initiatives.

QUALIFICATIONS & REQUIREMENTS

Education & Experience

• Bachelor's degree in Marketing, Communications, Business Administration, Project Management, or a related field preferred.

• Approximately 5 years of experience in marketing coordination, project management, marketing operations, campaign coordination, or a related role.

• Experience coordinating multiple projects and working with cross-functional teams.

• Experience within a consumer brand, beauty, skincare, retail, e-commerce, or direct-to-consumer environment is a plus.

• Experience working with creative teams, marketing agencies, or external vendors is preferred.

Technical Skills

• Proficiency in Microsoft Office, particularly Excel, PowerPoint, Word, and Outlook.

• Experience with project management and collaboration platforms such as Asana or similar tools.

• Familiarity with marketing campaign workflows, creative production processes, and digital marketing deliverables.

• Ability to maintain project trackers, schedules, reports, and organized documentation.

• Comfortable learning new systems, platforms, and internal processes.

Core Competencies

• Organization & Time Management: Strong ability to manage multiple projects, competing priorities, and deadlines simultaneously.

• Project Ownership: Takes responsibility for assigned projects, monitors progress, and ensures deliverables are completed.

• Communication: Clear and professional communication skills with the ability to coordinate across different teams and levels of the organization.

• Attention to Detail: Maintains accuracy and consistency when tracking project requirements, deadlines, and deliverables.

• Problem-Solving: Able to identify potential challenges, anticipate needs, and proactively communicate solutions.

• Adaptability: Comfortable working in a fast-paced environment where priorities and project requirements may evolve.

• Accountability: Demonstrates initiative, follows through on commitments, and maintains visibility into assigned responsibilities.

• Collaboration: Works effectively with different personalities, departments, and stakeholders while maintaining a positive and professional approach.

SUCCESS MEASURES

Success in this position will be measured by the individual's ability to:

• Keep assigned marketing projects organized and progressing according to established timelines.

• Maintain accurate and up-to-date project schedules, trackers, and deliverable records.

• Improve communication and coordination across Marketing functions.

• Proactively identify delays, outstanding approvals, and project-related challenges.

• Support the timely execution of marketing campaigns, product launches, and departmental initiatives.

• Establish reliable workflows that improve overall visibility, organization, and accountability within the Marketing department.

• Provide consistent and dependable support to Marketing leadership and cross-functional teams.

POSITION SCOPE

This position is an individual contributor role within the Marketing department and does not initially include direct personnel management responsibilities.

The role works under the direction of Marketing leadership and is responsible for coordinating assigned projects, managing execution timelines, and supporting cross-functional collaboration. Strategic marketing direction, departmental leadership, and final approval authority remain with the designated Marketing leadership team.

Compensation: Target annual base salary of approximately $75,000–$80,000, depending on experience, qualifications, and final position classification.