PROJECT ASSISTANT - MARKETING in Sunrise, Florida at Swift Response LLC

Job Summary: Hours M-F 9:00a – 5:30pm

The Project Assistant plays a key role in supporting the day-to-day execution of multimedia marketing materials. This position ensures that deliverables are tracked, assets are approved, and projects are properly closed in the project management system. It is a workflow focused role that requires initiative, attention to detail, clear communication, a solution-based approach and prioritization of process consistency across teams.

Supervisory Responsibilities:

N/A

Duties/Responsibilities:

1. Project Intake: Facilitate deliverable requests by capturing all briefs, reviewing for accuracy, and inputting full scope of information into SharePoint form.
2. Task Management: Support the breakdown of projects into actionable tasks and ensure progress is accurately tracked.
3. Organization: Plan project timelines, schedule necessary meetings and arrange for additional logistics to effectively execute tasks.
4. Documentation: Maintain organized records including notes, status updates, feedback, and confirm final assets are delivered to the project requester.
5. Status Updates: Monitor progress of assigned tasks, alert of delays or misalignments to the Senior Project Manager.
6. Tracking Systems: Update project tracking tools to reflect asset status and close projects upon completion.
7. Internal Communication: Collaborate with a diverse set of personalities, skillsets and cross-functional teams to confirm details, updates, and/or changes.
8. Assistance: Aid Senior Project Manager with any additional assignments, sitting in on meetings, and covering projects during absence to ensure seamless continuation.

Required Skills/Abilities:

• Working knowledge of Microsoft Suite
• Detail-oriented with strong organizational and multitasking skills
• Proficient in project management software and tracking tools
• Ability to navigate deadlines and coordinate across teams
• Communicates clearly and efficiently with a collaborative mindset
• Experience with marketing deliverables and creative file flow preferred
• Works well under time constraints and solution-oriented
• Application of AI technology facilitate repeatable processes

Education and Experience:

• Bachelor’s Degree from an accredited College or University
• 1–3 years’ experience in project coordination, creative operations, or similar support roles
• Familiarity with creative production environments and project workflows is a plus

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time, at the sole discretion of the employer.