Marketing Project Coordinator

Description

Position Summary

At Gaia Herbs, we believe that wellness begins with connection, to the Earth, to each other, and to the plants that sustain us. As our Marketing Project Coordinator, you’ll serve as the connective thread across the Brand, Creative, Retail, and PRO teams to ensure projects are executed efficiently, on time, and in alignment with brand standards.

This role thrives on organization, communication, and attention to detail. Working closely with cross-functional partners, the Marketing Project Coordinator ensures timelines, assets, and feedback loops are well-coordinated across multiple workstreams, from creative production and retail activations to educational programs and event logistics.

The ideal candidate is proactive, detail-oriented, and passionate about helping teams work smarter and more collaboratively to bring Gaia’s mission and brand to life.

Key Responsibilities

1. Project & Workflow Management

• Serve as a central communication hub across marketing functions and cross-functional teams by overseeing integrated project timelines and deliverables.
• Assist with creative brief submissions and maintain/optimize project management tools (ClickUp, PageProof, SharePoint) to track project progress, manage deadlines, and ensure timely execution and accountability.
• Facilitate efficient feedback loops and ensure alignment between Brand, Creative, Retail and Regulatory partners.
• Keep stakeholders informed of project status, next steps, and potential roadblocks while identifying workflow gaps, and leading process improvements (SOPs, templates, etc.) to streamline collaboration. 

2. Brand Marketing and Event Support

Brand & Inventory Support

• Manage customer brand mailings including Appreciation Boxes, influencer kits, and ad-hoc shipments
• Oversee inventory management of marketing materials, swag, and event supplies.
• Coordinate material requisition and shipping processes for internal and external needs.
• Support periodic audits to our PIMDAM (PXM) system to support consistent and compliant asset usage.w2222222

Requirements

Event Logistics

• Coordinate packing and shipping for event materials, to arrive within warehouse deadlines.
• Manage logistics for Gaia Herbs PRO broker and local community events.
• Provide on-site event support as needed to ensure execution aligns with Gaia’s brand professionalism.

1. Educational Support

• Oversee follow-up for PRO webinars, including CE certificate creation, attendee inquiries, and post-event needs.
• Work with Sales team to manage in-store educational events and retailer education needs (trainings, webinars, etc.)
• Support PRO and Retail label refresh projects through Fullscript form submissions and PXM uploads.

Qualifications

• Bachelor’s degree in Marketing, Communications, or related field
• 3–5 years’ experience in marketing and/or project management (natural products, CPG, or wellness industry preferred).
• Proficiency with project management platforms (ClickUp, Asana, Monday.com, etc.) and asset management tools (DAM, PXM, SharePoint).
• Proactive, detail-oriented project manager who thrives in cross-functional, purpose-driven environments
• A natural communicator with a knack for connecting creative and operational dots and managing multiple projects simultaneously
• Knowledge of FDA or DSHEA marketing guidelines preferred
• Passion for natural wellness, sustainability, and Gaia Herbs’ mission is a plus.