Marketing Project Coordinator

Overview

About UJV! Planning and managing a 5-star vacation from scratch requires expertise, cleverness, and a genuine passion for detail. UJV is a service-driven team that engineers luxury travel experiences for advisors globally, helping them grow their business and satisfy exclusive clients. We are the luxury travel advisor’s right hand, partnering with top advisors to deliver a 5-star experience for their clients and provide the knowledge and tools needed to scale their business.

We are willing to do the hard work to ensure our clients shine and that workflows stay organized, deadlines are met, and projects never lose momentum.

Role Mission

Great marketing isn’t just about creative ideas—it's about flawless execution. As our Project Coordinator , you will be the day-to-day owner of the marketing team's operating system, ensuring projects move efficiently from kickoff to completion while keeping everyone aligned. This role focuses on maintaining and continuously improving the systems already in place.

If you naturally bring order to complexity, enjoy keeping teams aligned, and like seeing projects cross the finish line, we’d love to meet you.

Responsibilities

Project Coordination

• Maintain the marketing team's project management system across Asana, Notion, and other tools, ensuring projects are organized, visible, and up to date.
• Coordinate project execution across Content, Social Media, Design, Email Marketing, Paid Media, and Co-op Marketing.
• Maintain project timelines, ownership, priorities, dependencies, and deliverables across multiple concurrent initiatives.
• Ensure campaign briefs, creative assets, approvals, and project handoffs are completed on time.

Workflow Management

• Serve as the day-to-day owner of the marketing operating system, reinforcing established workflows and ensuring projects move efficiently.
• Monitor project health by following up on outstanding tasks, identifying bottlenecks, and escalating risks before they impact delivery.
• Continuously recommend and implement incremental improvements that increase visibility, consistency, and team efficiency.
• Maintain accurate documentation and project records to support scalable execution.

Cross-Functional Collaboration

• Partner with Marketing, Design, Regional Teams, and other internal stakeholders to coordinate priorities and timelines.
• Facilitate project kickoffs, status meetings, and follow-up sessions to ensure alignment across teams.
• Communicate project progress, risks, and next steps clearly to leadership and project stakeholders.
• Support collaboration across multiple time zones while maintaining clear ownership and accountability.

Process Improvement

• Help optimize project templates, workflows, and communication processes.
• Identify opportunities to simplify coordination and improve team productivity.
• Support the ongoing evolution of the marketing operating system as the department grows.
• Leverage AI and productivity tools where appropriate to improve project coordination and efficiency.

Qualifications

• 1-2 years of experience in Project Coordination, Project Management, Marketing Operations, or similar cross-functional roles.
• Bachelor’s degree preferred or equivalent practical experience.
• Experience using Asana or comparable platforms (e.g., Monday.com, ClickUp, Jira, Trello).
• Experience with Notion or similar documentation platforms.
• Strong project planning, workflow management, and documentation skills.
• Experience coordinating multiple projects across cross-functional teams.
• Excellent organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills in English.
• Ability to work in a fast-paced environment with multiple priorities.

Bonus Points

• Experience supporting marketing, creative, or agency teams.
• Familiarity with campaign production or creative workflows.
• Experience working with distributed or global teams.
• Knowledge of Agile project management principles.
• Experience using AI tools to improve productivity and coordination.

Who You Are

• You notice when something is about to fall through the cracks—and fix it before anyone else sees it.
• You bring structure to fast-moving environments and keep projects organized without constant direction.
• You communicate clearly, follow through on commitments, and remind others of deadlines when needed.
• You don’t just manage tasks—you manage momentum.
• You take pride in helping teams stay focused, aligned, and successful.

Why You’ll Love This Role

• You’ll play a central role in how our marketing team operates daily.
• You’ll work with the Head of Marketing and collaborate across departments to ensure campaigns are delivered on time and projects move efficiently.
• Your work will directly improve how the team collaborates, scales, and delivers exceptional marketing initiatives.