Project Coordinator, Program Marketing

Job Category: Administrative Support Workers

Requisition Number: COORD
001408

• Full-Time
• On-site

Showing 1 location

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…