Marketing Coordinator

Entro is an international place branding and experience design firm with studios in Toronto, Calgary, Vancouver, and New York. We bring together a multidisciplinary team of more than 90 professionals whose expertise spans graphic and industrial design, architecture, engineering, project management, fine arts, neuroscience, and media. This diversity of perspectives informs our approach and deepens our understanding of how people experience and connect with places.

We create identities and experiences that give places meaning, make complex environments easier to navigate, and uncover the stories that shape them. Our work spans hospitals, transit networks, museums, educational campuses, and public spaces, helping people engage with the places where they live, learn, work, and gather.

Overview

The Marketing Coordinator provides dependable administrative and coordination support to Entro’s Growth team, including the Chief Growth Officer, Business Development Leads, Proposal Managers, and Marketing Communications specialists. The role helps the team operate efficiently by maintaining accurate information, organized tools and assets, well-managed calendars and meetings, and clear, accessible knowledge resources.

Working across Business Development, Proposals, and Marketing Communications, the Growth Coordinator supports the timely preparation and coordination of growth-related activities and contributes to consistent, high-quality internal and external deliverables.

Responsibilities

Tools and templates

• Maintain and organize shared Growth team tools, templates, trackers, forms, and standard resources.
• Support the development, formatting, updating, and distribution of templates used for business development, proposals, marketing communications, and reporting.
• Help monitor version control, naming conventions, permissions, and usability across shared resources.
• Identify opportunities to simplify recurring administrative processes and improve team workflows.

Marketing asset maintenance

• Maintain organized libraries of marketing and business development assets, including project information, case studies, CVs, credentials, imagery, presentations, and other supporting materials.
• Coordinate updates to assets with the appropriate internal subject-matter experts and ensure materials are current, accurate, and aligned with Entro’s brand standards.
• Support the preparation and formatting of materials for proposals, presentations, campaigns, events, and other growth initiatives.
• Track asset requests, updates, approvals, and outstanding follow-ups.

Data entry and management

• Enter, update, and maintain accurate information in Entro’s CRM, opportunity trackers, contact databases, marketing platforms, and other Growth team systems.
• Support the tracking of opportunities, pursuits, submissions, relationships, activities, and outcomes.
• Conduct routine data-quality checks and help resolve duplicate, incomplete, outdated, or inconsistent records.
• Prepare basic reports, lists, dashboards, and status updates to support team planning and decision-making.
• Handle confidential business and client information with care and discretion.

Knowledge management

• Organize and maintain shared Growth team folders, libraries, reference materials, and process documentation.
• Capture, document, and circulate relevant information from meetings, proposals, pursuits, events, and team activities.
• Help ensure that useful lessons learned, examples, contacts, and supporting resources are easy for the team to find and reuse.
• Support the maintenance of playbooks, checklists, process maps, FAQs, and onboarding resources.

Calendars and budgets

• Coordinate calendars, scheduling, invitations, agendas, and logistics for the CGO and Growth team members.
• Support the tracking of Growth team budgets, invoices, expenses, subscriptions, events, and other planned expenditures.
• Maintain budget trackers and provide timely updates on commitments, actuals, variances, and upcoming deadlines.
• Assist with event, travel, and other administrative arrangements as required.

Meeting management

• Schedule and coordinate recurring and ad hoc Growth team meetings, working sessions, reviews, and external meetings.
• Prepare agendas, pre-reading, participant lists, meeting materials, and required technology or room arrangements.
• Record and circulate notes, decisions, actions, owners, and deadlines, and support follow-up to keep commitments moving.
• Maintain meeting calendars and recurring meeting documentation so that information remains current and accessible.

Team and cross-functional support

• Provide responsive day-to-day administrative support to the CGO, Business Development Leads, Proposal Managers, and Marketing Communications specialists.
• Coordinate with colleagues across Entro to gather information, confirm requirements, and support deadlines.
• Assist with research, outreach lists, events, submissions, presentations, and other Growth team priorities as needed.
• Contribute to a collaborative, organized, service-oriented team culture and represent Entro professionally in interactions with internal and external stakeholders.

Key Performance Measures

• Accuracy, completeness, and timeliness of CRM, opportunity, contact, budget, and activity records.
• Currency, organization, accessibility, and brand consistency of Growth team tools, templates, and marketing assets.
• Timely and effective coordination of calendars, meetings, agendas, notes, actions, and follow-up items.
• Reliability of budget, expense, subscription, and invoice tracking.
• Ease of access to current knowledge resources, process documentation, and shared team materials.
• Responsiveness to requests and ability to support multiple stakeholders and deadlines effectively.
• Continuous improvement in recurring administrative processes, templates, and team workflows.

Qualifications

• Relevant diploma or degree in business administration, marketing, communications, or a related field; equivalent experience will be considered.
• Tech-savvy and proficient with a variety of software applications, including AI. And/or demonstrated ability to learn and pick up new skills quickly.
• Comfortable learning CRM, project-management, file-management, collaboration, and marketing tools; proficiency with Google Workspace and Microsoft Office is expected.
• Previous experience in any of the following tools will be considered an asset: Pitch, Attio, Deltek Vantagepoint, Adobe Creative Suite, Google Apps, Glean, Power BI.
• Strong organizational skills and the ability to manage multiple priorities, deadlines, and stakeholders with attention to detail.
• Demonstrated ability to maintain accurate data, organized digital files, and consistent documentation.
• Strong written and verbal communication skills, including the ability to prepare clear notes, trackers, and internal communications.
• Familiarity with budgets, invoices, event logistics, meeting coordination, or marketing assets is an asset.
• Discretion, sound judgment, initiative, and a collaborative approach to supporting colleagues.
• Curious about Entro’s work and genuinely interested in design, architecture, real estate, infrastructure, or the built environment.

Why Join Entro?

Our People – Work with award-winning, recognized industry leaders and collaborative, multidisciplinary project teams.

Our Projects – Work on exciting, high-profile projects that are at the forefront of environmental design and placemaking across the world.

Our Compensation – Work for an employer that offers competitive pay, extended health and dental benefits, as well as opportunities for career growth and development.

Please submit cover letter and CV to careers@entro.com