Senior marketing operations coordinator (temporary)

This is a temporary position with an anticipated duration of up to six months.

WHO WE’RE LOOKING FOR

The temporary Senior Marketing Operations Coordinator supports day-to-day marketing operations across the entire Marketing and Communications (Marcomms) team, including workback timeline design, budget tracking, vendor coordination, and process management. This is a temporary role that owns the operational execution the rest of the Marcomms team relies on: keeping campaigns on track, flagging and helping resolve risk, and keeping vendor relationships organized and on schedule, all in close partnership with the Senior Director. You take the lead on day-to-day departmental project efficiency, spotting bottlenecks and helping build and roll out the tools and processes that fix them.

You are a process-oriented, detail-driven owner who can run day-to-day execution independently while partnering closely with the Senior Director on larger decisions, vendor commitments, and anything with cross-departmental impact. You're comfortable representing the department to cross-functional stakeholders, including high-profile executives and external partners, under the Senior Director's guidance.

WHAT YOU’LL DO

• Serve as the primary point of contact for all Marcomms operations inquiries and requests, and the first point of contact for day-to-day cross-departmental prioritization conflicts within Marcomms, proposing trade-offs and looping in the Senior Director on anything with broader impact.
• Project Manage and facilitate smooth interdepartmental communication and collaboration, resolving day-to-day conflicts and dependencies directly with campaign leads.
• Build and maintain workback timelines and scheduling systems for Marcomms campaigns and key initiatives, mapping milestones from kickoff through launch and wrap-up; recommend and implement adjustments in response to risk, keeping the Senior Director informed on anything affecting cross-departmental commitments.
• Partner with campaign leads across marketing and communications to identify dependencies, flag risks to deadlines, and keep cross-functional stakeholders aligned on status.
• Process and track vendor and contractor invoices against project budgets and Service Request Forms, ensuring accurate coding, timely approvals, and on-schedule payment.
• Maintain a centralized tracker for vendor and contractor agreements and their associated deliverables (e.g., video, photography, creative, and production agreements), monitoring delivery dates, acceptance status, and invoicing eligibility; lead day-to-day vendor coordination and negotiation within established guidelines, partnering with the Senior Director on new vendor relationships and contract terms.
• Support merchandise production timelines and planning, from initial vendor coordination through production, quality checks, and delivery.
• Manage and maintain overall project timelines across the department, ensuring all tasks and milestones are met and proactively communicating changes to stakeholders.
• Identify opportunities to standardize and improve project management processes and tools (e.g., Airtable, Asana, or similar platforms) across the Marcomms team — leading day-to-day maintenance and adoption, with the Senior Director weighing in on major platform or governance changes.

Efficiency Management

Assess and report on overall departmental project efficiencies, diagnosing root causes of recurring bottlenecks and proposing recommendations for improvement; track efficiency KPIs and bring findings to the Senior Director for review.

Support the marketing team with in-person meetings and on-site logistics needs.

Communications

Correspond in writing and verbally with executives, partners, members, and clients as the representative of Growth Marketing. On occasion, interface with artist management and PR representatives in conjunction with special campaigns and initiatives, such as Grammy House. Provide onsite production support. Manage meeting requests (inbound and outbound), assessing the importance, and sending relevant meeting invites.

Expenses and Budgeting Support

Manage invoices from vendors, consultants, and contractors, assigning department and general ledger codes and cataloging for future budget-related inquiries, needs, and evaluations, with approval authority for invoices and purchase requisitions up to [$X] per transaction; bring spend above that threshold to the Senior Director for sign-off. Help ensure timely vendor compensation. Support the Marcomms team in documenting expenses and communicating payment schedules with Finance & Accounting.

Credentialing, Ticketing and On-Site Support

Oversee travel, parking, per diem requests, and credentialing for the Marcomms team and vendors (where relevant) during Grammy Week events, handling day-to-day exceptions and flagging larger conflicts to the Senior Director. Work with the credentialing and ticketing team to ensure all Marcomms needs are met through completion. Support relevant, vendors, and partners' show ticket requests.

Additional Grammy event preparation and key initiative responsibilities as assigned

Assist with event project management for Grammy House and Artist Showcases, specific to guest list curation, logistics, and check-in.

SKILLS & EXPERIENCE

• Bachelor's degree in marketing, communications, business, or related field, or equivalent work experience.
• 4+ years of related work experience, including some exposure to budget tracking, vendor coordination, or project management tool administration, beyond purely execution-level project support.
• Prior creative agency or marketing/entertainment experience within the music industry preferred.
• Demonstrated experience building workback schedules and campaign timelines, coordinating vendor/contractor agreements, and helping resolve cross-functional resourcing conflicts.
• Experience supporting or helping standardize project management processes or tooling for a team or department.
• Strong professional and personable communication skills, with experience representing a department or function to senior executives and external partners.
• Strong proficiency in MS Office and project management software (e.g., Airtable, Asana, or similar platforms); experience administering or helping roll out such tools at a team/department level a plus.
• Excellent attention to detail with proven analytical skills; comfortable working independently on day-to-day execution while checking in with leadership on higher-stakes decisions.

The hourly pay rate for this temporary, overtime-eligible position is $26.00–$28.00, depending on experience and qualifications.

PHYSICAL DEMANDS FOR CERTAIN ROLES

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand, walk, and sit for long periods of time, and work at a computer for long periods of time. The employee will be required to lift and/or move up to 60 pounds.

ABOUT THE RECORDING ACADEMY AND ITS AFFILIATES

RECORDING ACADEMY The Recording Academy represents the voices of performers, songwriters, producers, engineers, and all music professionals. Dedicated to ensuring the recording arts remain a thriving part of our shared cultural heritage, the Academy honors music's history while investing in its future through the Grammy Museum, advocates on behalf of music creators, supports music people in times of need through MusiCares, and celebrates artistic excellence through the Grammy Awards—music's only peer-recognized accolade and highest achievement. As the world's leading society of music professionals, we work year-round to foster a more inspiring world for creators.

LATIN RECORDING ACADEMY The Latin Recording Academy is an international, membership-based organization comprised of Spanish- and Portuguese-speaking recording artists, musicians, songwriters, producers and other creative and technical recording professionals. The organization is dedicated to improving the quality of life and cultural condition for Latin music and its makers. In addition to producing the Latin Grammy Awards to honor excellence in the recorded arts and sciences, The Latin Recording Academy provides educational and outreach programs for the Latin music community either directly or through its Latin Grammy Cultural Foundation.

LATIN GRAMMY CULTURAL FOUNDATION The Latin Grammy Cultural Foundation is a charitable organization established by the Latin Recording Academy in 2014. The organization is dedicated to creating opportunities for the next generation of Latin music creators through scholarships, educational programs, grants, and access to creators and industry executives.

MUSICARES A friend and ally of the music community, MusiCares was established by the Recording Academy to safeguard the health and well-being of all music people. A four-star charity and safety net in times of need, MusiCares offers confidential preventative, recovery, and emergency programs to address financial, medical, and personal health issues. Through the generosity of our donors and volunteer professionals, our dedicated team works across the country to ensure the music community has the resources and support it needs.

GRAMMY MUSEUM The Grammy Museum is a nonprofit organization dedicated to celebrating and exploring music from yesterday and today to inspire the music of tomorrow through music preservation, education, exhibitions, and public programming and aims to create a world in which shared love of music sparks curiosity, creativity, and community. Programs include Grammy in the Schools education programs that are offered year-round for students, teachers, and schools throughout the United States.

EQUAL OPPORTUNITY The Recording Academy, its affiliates, and the music industry have a strong culture of inclusion and respect for everyone. The Recording Academy makes intentional, courageous, and principled decisions for stronger business outcomes and ensures that all creators and professionals live and work in a fair and safe environment. It is the Recording Academy's policy to provide equal employment opportunities for all applicants and employees. The Recording Academy does not discriminate on the basis of race (nor traits historically associated with race, including, but not limited to hair texture and protective hairstyles), color, religion (including religious dress and grooming), creed, sex (including pregnancy, childbirth or related medical conditions), national origin, ancestry, age, physical disability, mental disability, medical condition, family care status, military or veteran status, marital status, sexual orientation, gender, gender identity, gender expression, genetic information or any other characteristic protected by law. The Recording Academy will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship to the Recording Academy. This policy governs all aspects of employment, including selection, job assignment, compensation, promotion, discipline, termination, access to benefits and training, recruitment, hiring, transfer, and social and recreational programs.