Marketing and Communications Coordinator - New York (6 Month Temporary Role)

Responsibilities Department Support: 35% General

• Maintain integrated department calendar & 360* action plan for all points of distribution
• Support the creation of strategy/overview decks and presentations.
• Compile & share monthly competitive report
• Support special projects to ensure 360* coordination and cross-functional integration
• Cross-functional partnership with various departments as needed, including Logistics, Sales, Finance, Legal, Security, Procurement, etc.
• Administrative support as needed
• Monthly internal & HQ reporting across all functions

Systems & Budget

• SAP vendor onboarding & set-up, Purchase Order (PO) creation/management, invoice submission and tracking, and sourcing form/bid levelling documentation to ensure process compliance and timely response/payment to vendors and partners.
• Support budget management with monthly accruals & regular reporting/reconciliation to ensure accuracy and compliance with budget guidelines.

Logistics

• Coordinate all sample trafficking for events, press requests, photoshoots, influencer/celebrity dressing & partnerships, omnichannel road show/sample tour, etc., including: internal tracking documents and SAP system, as well as LOR process and records, guard transport, shipping, and messenger scheduling and management.
• Coordinate and monitor consignments as needed
• Coordinate Bi-Annual Audit of all samples and consignments

Public Relations & Influencer/Celebrity: 25%

• Coordinate with HQ Comms Team (Milan) and Manufacture (Switzerland) to secure samples for important press opportunities
• Manage press appointments and schedule for Watches & Wonders
• Distribute press releases, images, product details, event alerts, etc. as needed across media outlets, editors, mall partners, and boutique network
• Maintain press & media contact list with editorial and publisher contacts
• Support pitches & pr materials as needed for new releases, new store openings, executive interview opportunities
• Support PR agency management, recaps, material sharing
• Monitor coverage of all loaned product and upcoming placements
• Monthly, quarterly and annual reporting to HQ on press coverage across print & digital with clippings and EMV
• Real-Time distribution of key editorials or placements to Network
• Support relationships and communication with props managers, stylists and studios to ensure maximum visibility of Panerai Offering for films, TV, red carpet, and general appearances
• Maintain database of prop managers, stylists, and studios – contact and clients & up-to-date lookbook of current offerings
• Maintain database of celebrity and influencer Friends of the Brand with Photo Archive

Marketing / Media: 15%

• Maintain Master HQ Media Database
• Maintain Contact Sheet for media outlets and retail partners
• Ensure accuracy and timely delivery of media assets per specs to all outlets/partners
• Enter all media tracking in Bumblebee
• Distribution of Newsletters and Social Media assets to media and retail partners to increase organic coverage
• Overall social media support including copywriting, timeline, asset selection, etc.
• Tracking of organic & paid social posts from partners
• Support Newsletter process for retail partners, including copywriting, assets, and approvals

Events: 15%

• Support all facets of event preparation and execution as needed, including:
• Creating event collateral (invitations, menus, signage)
• Coordinate event-related mailings (invitations, gifts, press kits)
• Managing event guest lists, RSVPs, seating charts, Run of Show, etc.
• Ordering event supplies, PLV, etc.
• Packing, Shipping & Tracking of Event supplies/materials
• Guest check-in at events
• Event set-up and breakdown
• Gift bag preparation and distribution
• On-site vendor management for seamless execution
• Coordination of security, insurance, permits, etc.
• Assist in compiling event recaps & production timelines
• Maintain event closet & inventory of event supplies

CRM: 10%

• Support Newsletter copywriting & editing
• Support Database List Pulls for Contact Occasions
• Support weekly/monthly reporting on CRM metrics and KPIs
• Support Client Journey Tracker
• Order, ship, and track gift orders via SAP and tracking files
• Manually entering data into SAP and CRM systems
• Assist with client gifting initiatives & client event travel
• Support 1:1 Clienteling efforts at boutique level, including application support

Qualifications

• Bachelor degree in marketing/communications, finance/accounting or related preferred
• 2-3 years of experience demonstrating excellence in the following areas: administrative, written and verbal communication, attention to detail, organization, and the ability to multi-task
• Strong systems knowledge and high level of competence in full Microsoft suite; experience with SAP and Bumblebee a plus
• Experience within sample trafficking a plus
• Must be able to lift up to 45 pounds
• Able to work minimum 4 days per week in the NY office, and evenings/weekends as needed
• Ability to work in a fast-paced environment and juggle multiple projects while maintaining quality

Only candidates selected for further consideration will be contacted. At Richemont, We Craft the Future!

Expected Salary Range: $28 - 32 Hourly Salary will be determined based on relevant skills and experience.