Virtuoso Ltd
  • 07-Jan-2022 to Until Filled (PST)
  • Fort Worth, TX, USA
  • Full Time

Virtuoso is the leading global travel agency network specializing in luxury and experiential travel. We bring together 20,000 of the world's most sought-after travel advisors and more than 2,000 elite travel companies, from five-star hotel groups and renowned cruise lines to boutique properties and high-end adventure travel outfitters around the world. Whether in the pages of Virtuoso Life magazine, on, in e-mail newsletters, or across social media, our goal is to inspire people to travel Virtuoso-style, with the help of a Virtuoso travel advisor and Virtuoso-preferred partners.

Position Summary: The Coordinator, Marketing Production is responsible for support functions related to the production, trafficking, and distribution of all marketing products, including Virtuoso Life and its global editions, travel catalogs, direct mail, email marketing, advertising, and creative services (network-wide sales/collateral branding materials). All products must follow published schedules, stay within established budgets, and meet Virtuoso's high-quality standards.

Primary Duties & Responsibilities include the following. Other duties may be assigned.

  1. Manage image purchase and collection for Virtuoso's marketing products. Work with account managers and designers to finalize catalog, direct mail, and publication photo lists; purchase from stock houses; and download from partner websites and Virtuoso's image library in Webdam. Ensure purchased photos are within project budget. Conduct photo searches as needed.
  2. Responsible for creation and distribution of Virtuoso's digital editions for all publications, directories, and travel catalogs. Write introductions for digital edition emails and MyMarketing. Organize and maintain archives. Work with the product management team to implement platform improvements and report issues.
  3. Close publications in Magazine Manager. Export ad participation spreadsheet and create a Smartsheet for ad tracking. Make sure partner marketing contacts are updated in Magazine Manager.
  4. Responsible for collecting partner advertising that will run in Virtuoso's publications, catalogs, and Communicate ad specs and deadlines to participating partners. After requesting ads, continue to keep in touch with partners until final creative is received. Review ads to ensure there are no content issues (direct booking, typos, incorrect validity dates, etc.) or production issues (size, low res images, missing bleeds, etc.). Responsible for final review before press. Manage a calendar of all ad collection deadlines for the team.
  5. Write manufacturing specs and printer fulfillment instructions for direct mail. Responsible for accurate advisor, agency, and consumer variable data personalization.
  6. Track writing, design, and photography invoices. Code high-dollar print and paper invoices in Concur. Ensure creative costs are within set budgets.
  7. Responsible for marketing proof of mailing for partners. In Magazine Manager, load publication ad pages into digital studio and direct mail pdfs into job jackets so they can be included with Virtuoso invoices.
  8. Create an "As Featured In" reference guide for all publications, sorted by partner type and department so Virtuoso staff can easily find where partners are featured.
  9. Create and update publication and travel catalog dummy books to keep track of ad swaps and ensure correct placement in the printed piece.
  10. Review Hot of the Press samples to ensure our printers are producing pieces that meet Virtuoso's high-quality standards.
  11. Proofread to ensure accuracy of timelines, financial models, and recaps.
  12. Monitor Marketing Products Opps queue in Microsoft Dynamics.
  13. Load previously printed images into Webdam and keyword/tag them. Archive past job artwork in Webdam and S3.
  14. Assist in updating production reports, managing office samples, fulfilling member sample requests, scheduling meetings, and general production and office coordination.


  • Bachelor's degree
  • 1-2 years of related work experience

Skills, Abilities, Experience

  • Proficient in Microsoft Office Suite
  • Proficient in Adobe Acrobat for advertising review
  • Strong multitasking abilities - many jobs run concurrently.
  • Must be able to prioritize tasks from multiple projects and requests from many internal staff.
  • Strong organization skills to keep multiple projects straight.
  • Strict attention to hundreds of details.
  • Ability to communicate details clearly to internal and external contacts both verbally and in writing.
  • Excellent internal personal and customer service skills.
  • Thrives in a deadline-driven environment.
  • Excellent proofreading skills, particularly checking dates and dollars.
  • Able to problem-solve under stress in a fast-moving environment.
  • Believes strongly in process and order but is flexible when things don't go as planned.
  • Forward thinking, curious, and creative. 
  • Able to lead people and projects. 
  • Able to collect and analyze complex information, problem solve, and make decisions. 
  • Strong skills in inspiring the win-win-win. 
  • Ability to work independently. 

Travel Requirements

  • Infrequent travel may be required to attend company events (1-3 trips per year)
  • Travel will be entirely domestic.

Type & Nature of Contacts

  • Internal: Key job contacts are primarily with managers outside of the job's immediate work unit/department.
  • External: Daily contact with print company reps; Weekly contact with Virtuoso partners, photo houses, and designers

Physical/Mental Demands

  • Receive, unpack, and shelve publication samples (boxes are less than 50 lbs).

We offer a competitive salary and full benefits package, including medical/dental/vision/life, 401(k) savings plan, and more. Virtuoso is an equal opportunity employer, dedicated to promoting a diverse workforce.

Virtuoso Ltd
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