We are seeking a highly organized, detail-oriented Freelance Project Coordinator to support key initiatives leading up to and through our Upfront event. This role requires strong project management skills, excellent communication, and the ability to work cross-functionally in a fast-paced environment. The coordinator will oversee database cleanup, manage high-visibility invite list workflows, and support the rollout of updated brand identity across sales and trade materials. Knowledge of Salesforce/Pitch is a plus.
The ideal candidate is proactive, resourceful, self-starter, and able to keep multiple workstreams on track simultaneously.
A SNAPSHOT OF YOUR RESPONSIBILITIES:
1. Email Database Cleanup
Lead and manage the full process to audit, clean, and overhaul of extensive email contact database (10K names). Sales will be updating contact updates in a Google doc, and updates have to be made back into Pitch. Expecting to get at minimum 2K changes to start.
Identify inconsistencies, duplicates, outdated contacts, and incomplete data.
Implement organizational logic and naming conventions to ensure a scalable, accurate, and usable database.
Collaborate with internal teams to validate data and capture updates where needed.
Provide ongoing tracking, reporting, and documentation of cleanup progress.
2. Upfront Event Invite List Project Management
Own the end-to-end workflow for refining invite lists for Upfront.
Work closely with internal stakeholders to gather invite submissions, confirm accuracy, and manage approvals.
Maintain detailed version control and ensure alignment across departments.
3. Brand Identity Rollout – Sales & Trade Materials
Coordinate project timelines and deliverables related to the rollout of new brand identity across sales and trade tools.
Partner with Portfolio marketing and sales teams to ensure contact lists and materials are updated, accurate, and delivered on time.
Maintain project trackers, feedback logs, and asset inventories.
Ensure consistency with brand guidelines, messaging, and visual standards.
Support version reviews, stakeholder approvals, and file distribution.
WHAT YOU WILL NEED:
2–4+ years of experience in project coordination, project management, client support services in sales/media.
Strong organizational skills with exceptional attention to detail.
Ability to manage complex workflows with multiple inputs and stakeholders.
Excellent verbal and written communication skills.
Proficiency with project management tools (e.g., Asana, Monday.com, Trello), spreadsheet management, and shared document tracking.
Experience with Salesforce/Pitch key.
Ability to work full time and meet tight deadlines.
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