Project Coordinator, Program Marketing

AOPA Holdings Corporation; Frederick (MD); Presencial; USD 52.000 - 75.000; Jornada completa

Descripción de la vacante

AOPA Foundation is seeking a detail-oriented Project Coordinator, Program Marketing to bring structure and accountability to marketing initiatives. You will work with the Director of Program Marketing to turn goals into organized campaigns and ensure proposals meet brand, legal, and operational requirements.

Responsibilities include end-to-end coordination across Creative, Digital, Web, Email, Social, PMO, Data, and Analytics teams, and maintaining project visibility to minimize delays and

Formación

• Experience in project coordination or program management preferred.
• Strong organizational and time-management skills.
• Ability to manage multiple projects and deadlines with attention to detail.

Responsabilidades

• Coordinate marketing projects from initial request through final delivery, defining scope, priorities, schedules, deliverables, and approvals.
• Translate requests into actionable plans with defined tasks, owners, timelines, dependencies, milestones, and review points.
• Build, maintain, and manage project schedules and status updates in Wrike.
• Monitor progress against milestones and deadlines; identify schedule conflicts and communicate changes promptly.
• Coordinate the execution of marketing campaigns and plans within agreed scope, timelines, and budgets.
• Identify risks, resource constraints, and dependencies early; develop options and coordinate solutions with stakeholders.
• Keep cross-functional projects moving by following up on outstanding tasks, decisions, and approvals and escalating issues when necessary.
• Coordinate project intake across Program Marketing and collaborating teams, ensuring requests are documented and priorities are clear.
• Communicate project timelines, priorities, constraints, and changes to stakeholders.
• Maintain visibility into project status, team capacity, and competing demands to support prioritization and planning.
• Identify workflow inefficiencies and recommend improvements to increase transparency and efficiency.
• Document and maintain processes that support repeatable, scalable marketing execution.
• Coordinate timelines and production requirements for multichannel digital and print campaigns.
• Track marketing deliverables from development through review, production, and launch.
• Assist with proofreading promotional copy and reviewing materials for accuracy and consistency.
• Maintain asset libraries with proper version control and ready retrieval.
• Prepare regular project status reports highlighting progress, risks, blockers, and decisions needed.
• Coordinate with Web, Data and Analytics teams to obtain required reporting.

Descripción del empleo

Job Category: Administrative Support Workers

Requisition Number: COORD001408

• Full-Time
• On-site

Locations

Showing 1 location

Description

JOB SUMMARY:

The Project Coordinator, Program Marketing brings structure, clarity, and accountability to the marketing of AOPA Foundation aviation programs. Working directly with the Director of Program Marketing, this individual helps turn program goals, ideas, and requests into well-organized marketing campaigns and initiatives that engage audiences and advance the Foundation’s mission.

Highly organized, proactive, and detail-oriented, the coordinator manages projects from initial request through final delivery, establishing clear plans, timelines, deliverables, dependencies, and approval processes. Working across Creative, Digital, Social, Web, Email, PMO, Data, and Analytics teams, this individual keeps stakeholders aligned, tracks progress, identifies potential roadblocks, and ensures marketing materials meet brand, legal, and operational requirements.

Through effective project coordination, reporting, and visibility into team workload and capacity, the Project Coordinator, Program Marketing helps minimize delays and rework, maintain quality and consistency, and keep marketing resources focused on priority initiatives. The coordinator also ensures the Director of Program Marketing has the information, materials, and project visibility needed to make informed decisions and keep work moving forward.

ESSENTIAL FUNCTIONS:

End-to-End Project/Task Coordination

Coordinate marketing projects from initial request through final delivery, establishing scope, priorities, schedules, deliverables, and approval requirements.

Translate project requests into actionable plans with defined tasks, owners, timelines, dependencies, milestones, and review points.

Build, maintain, and manage project schedules and status updates in Wrike.

Monitor progress against milestones and deadlines; identify schedule conflicts and communicate changes promptly.

Coordinate the execution of marketing campaigns and plans within agreed scope, timelines, and budgets.

Identify risks, resource constraints, and dependencies early; develop options and coordinate solutions with the appropriate stakeholders.

Keep cross-functional projects moving by following up on outstanding tasks, decisions, and approvals and escalating issues when necessary.

Workflow and Intake Coordination

Coordinate project intake across Program Marketing and collaborating teams, ensuring requests are documented, requirements are understood, and priorities are clear.

Help translate incoming requests into defined project plans, identifying missing information, conflicting deadlines, and resource needs before work begins.

Communicate project timelines, priorities, constraints, and changes to the appropriate stakeholders.

Maintain visibility into project status, team capacity, and competing demands to support effective prioritization and resource planning.

Identify workflow inefficiencies and recommend or implement practical improvements that increase transparency, consistency, and efficiency.

Document and maintain processes that support repeatable, scalable marketing execution.

Identify practical opportunities to improve workflow and project coordination.

Cross-Functional Coordination

Coordinate with Creative, Digital, Web, Email, Social, PMO, Data, and Analytics teams to align campaign requirements, schedules, deliverables, and handoffs.

Serve as a central coordination point for campaign execution, ensuring stakeholders understand responsibilities, deadlines, and outstanding decisions.

Coordinate with external agencies, vendors, and production partners to track deliverables, manage timelines, and maintain quality expectations.

Track program owner reviews and approvals, following up to keep decisions on schedule.

Keep stakeholders informed of changes in scope, timing, priorities, and dependencies.

Facilitate clear handoffs between teams and help resolve coordination issues that could affect delivery.

Campaign and Collateral Production

Coordinate timelines and production requirements for multichannel digital and print marketing campaigns supporting AOPA Foundation aviation programs.

Track marketing deliverables from initial development through review, approval, production, and launch.

Coordinate the timely production, proofing, and delivery of campaign assets and marketing collateral.

Assist with proofreading promotional copy and reviewing marketing materials for accuracy, clarity, consistency, and alignment with project objectives.

Confirm that required assets, links, landing pages, approvals, and other launch components are ready by established deadlines.

Maintain visibility into production schedules and communicate potential delays or outstanding requirements before they affect launch dates.

Quality and Compliance

Review marketing materials for consistency with AOPA brand guidelines, project requirements, and established quality standards.

Confirm that required legal, operational, and stakeholder reviews are completed before materials are released.

Check deliverables for completeness, accuracy, and consistency across channels and formats.

Coordinate revisions and follow-up reviews to ensure feedback is addressed and final materials are ready for delivery.

Escalate quality or compliance concerns to the appropriate stakeholder before launch.

Calendar and Asset Management

Build, maintain, and monitor the Program Marketing campaign calendar, ensuring project timelines and key milestones are accurate and current.

Maintain organized digital and physical marketing asset libraries with consistent naming conventions, appropriate version control, and easy retrieval.

Flag resource concerns to the Director of Program Marketing.

Help maintain visibility into upcoming campaign commitments, production needs, and competing resource demands.

Reporting and Documentation

Prepare regular project status reports highlighting progress, upcoming milestones, risks, blockers, resource constraints, and decisions needed.

Maintain complete, accurate, and current project documentation throughout the project life cycle.

Compile campaign metrics, website traffic data, and performance reports for the Director of Program Marketing and relevant stakeholders.

Coordinate with Web, Data and Analytics teams to obtain required reporting and ensure performance information is available for review.

Communicate meaningful changes in project status promptly rather than waiting for scheduled reporting.

Help ensure reporting supports informed decisions, effective prioritization, and continuous improvement.

AI and Technology

Use approved AI-assisted and productivity tools to streamline and improve project coordination, support drafting routine communications, summarize information, and improve workflow efficiency.