The Event Project Management Team is seeking a detail-oriented and collaborative Event Project Specialist to support the full lifecycle of the Community's Choice program and other USA Today Co. and Ventures initiatives. This role assists in coordinating all phases of project execution, including pre-sales planning, sales support, and post-sales fulfillment for events, promotions, and special sections across print and digital platforms.
The ideal candidate will support and help maintain workflows that guide the program from initial setup through final implementation. Using Smartsheet as the primary project management tool, this role helps ensure projects are accurately set up, tracked, and executed in alignment with established processes and timelines.
This position works closely with sales, production, layout, marketing, post sales, and other cross-functional teams to support day-to-day coordination of project details. Responsibilities include helping ensure all required information is captured, updated, and communicated effectively from pre-sale through post-sale fulfillment.
Strong communication skills are important, as this role supports sales kickoff calls and provides ongoing updates to internal stakeholders. The Event Project Specialist will become a key point of contact for assigned projects, assisting with questions, tracking progress, and helping to resolve issues as they arise.
Success in this role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. A willingness to contribute ideas and support process improvements will help drive efficiency and consistency across teams.
Specific responsibilities include:
- Support coordination of end-to-end workflows for the Community's Choice program and other events, promotions, and special sections from pre-sale through post-sale execution.
- Use Smartsheet to maintain project plans, workflows, automations, and reporting for fulfillment teams.
- Assist with pre-sale setup and sales kickoff preparation to ensure accurate project intake and expectations.
- Coordinate project intake, setup, and fulfillment across print and digital advertising channels.
- Maintain accurate and up-to-date project information throughout the project lifecycle.
- Collaborate with cross-functional teams to support timely execution and alignment.
- Track project progress and flag risks or issues to appropriate team members.
- Help coordinate resources and support workflow efficiency across teams.
- Build and maintain effective working relationships with internal stakeholders.
- Contribute to process improvements and workflow standardization efforts.
- Bachelor's degree in marketing, communications, or related field.
- Strong organizational and coordination skills with the ability to manage multiple priorities.
- Strong written and verbal communication skills with attention to detail.
- Ability to work independently while collaborating in a team environment.
- Problem-solving mindset with the ability to adapt in a fast-paced environment.
- Ability to work across multiple teams in a large organization.
- Strong customer service and stakeholder support skills.
- Must be willing to travel 5-10 times per year.
- Commitment to supporting a diverse and inclusive work environment.
- Experience with Smartsheet or similar project management tools.
- Knowledge of order entry systems such as Salesforce or comparable CRM/order platforms.
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The annualized base salary for this role will be $40, 000,00 - $45,000.00 . Variable compensation is not reflected in these figures and based on the role, may be applicable. Exact compensation may vary based on skills, experience, location, and union representation, if applicable.
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