Reporting to the Creative Director, the Project Coordinator supports the External Relations department by assisting with editing design projects, photography scheduling and photo organization, and ensuring the efficient and timely project management, production, tracking and fulfillment of department materials and assets. The successful candidate will be a detail-oriented, proactive problem solver who is self-motivated and enjoys working as part of a small collaborative team. Meticulous attention to detail, strong organizational, time management and communication skills are a must. Availability to work some evenings and weekends on event days is required.
Implement edits and minor design changes to digital and print materials, including evites, books, anthologies, inserts, postcards, ads, posters, brochures, badges, exhibition vinyls, signage, etc.
Lay out and make updates to program inserts, slide shows and handouts from templates
Lay out, make edits and produce books from templates
Manage in-house print jobs of program inserts and handouts
Create and update logo grids
Obtain quotes from printers and order collateral
Project Management Content Gathering, Proofing and Approvals
Obtain and draft design-ready content for collateral from multiple departments
Assist in setting timelines for collateral production, track projects and follow up for content and revisions in project management software
Proofread final collateral
Photography and Asset Management
Add completed packaged collateral in shared online file system
Rename and organize image files in shared online file system
Assist in maintaining project management system (Podio)
Assist in hiring and payment of photographers and ensure timely delivery of photographs
Staff photographers during events and programs
Update photo schedules as needed
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
3+ years’ experience in marketing, communications or arts/nonprofit management
Exceptional organizational skills, including resourcefulness and follow-through
Meticulous attention to detail
Demonstrated ability to meet deadlines with attention to quality
Excellent interpersonal and communication (written and oral) skills.
Impeccable copy editing and proofreading skills. Knowledge of Associated Press Style a plus
Proficiency in Microsoft Office applications, including Excel, PowerPoint and Word
Proficiency in or an ability and willingness to learn InDesign, Illustrator and Photoshop
Ability and willingness to adopt new software applications, including project management systems
Bachelor’s degree preferred
Typical Physical/Mental Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Requires mobility. Requires prolonged sitting, standing, or walking. Eye/hand coordination and manual dexterity. Ability to distinguish letters, symbols, and colors. Ability to push and/or pull office equipment weighing five to fifteen pounds.
Work is performed in an office environment and/or in an event/venue setting. Ability to tolerate varying conditions of noise level, temperature, illumination, and air quality. Occasional travel may be required.