Project Coordinator, Program Marketing

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.

Review AI-generated content and outputs for accuracy, clarity, brand voice, and compliance before use.

Follow AOPA policies and guidelines for AI use, protecting confidential information and using approved tools appropriately.

Remain accountable for the accuracy, quality, and appropriateness of all work, regardless of the tools used.

**Although this job description aims to capture the majority of the position duties, other duties may be assigned based on business and departmental needs.

REQUIRED JOB QUALIFICATIONS:

Associate degree in marketing, communications, business, project management, or a related field, or an equivalent combination of education and relevant experience.

2+ years of experience in marketing, communications, project coordination, or a related role involving multiple projects and stakeholders.

Strong project coordination and organizational skills, including planning, prioritization, scheduling, deadline management, follow-through, and attention to detail.

Strong written, verbal, proofreading, and interpersonal communication skills, with the ability to communicate effectively across teams and stakeholder groups.

Ability to coordinate cross-functional work, identify risks or roadblocks, exercise sound judgment, and proactively resolve or escalate issues.

Proficiency with Microsoft Office applications and working knowledge of collaborative project or work-management tools.

Ability to organize, track, and summarize project and marketing information using spreadsheets, reports, dashboards, or similar tools.

Ability to manage competing priorities in a fast-paced environment, adapt to changing needs, take initiative, and maintain accuracy and quality with limited oversight.

PREFERRED JOB QUALIFICATIONS:

Bachelor’s degree in marketing, communications, business, project management, or a related field.

3+ years of relevant experience in product marketing, including coordination of multichannel digital and print marketing campaigns and projects.

Experience with Wrike or a comparable work-management platform and experience developing or improving workflows and processes.

Familiarity with campaign production, creative review, brand standards, asset management, performance reporting, and quality-control processes.

Experience working with creative, digital, web, email, social, data/analytics, vendors, agencies, or similar internal and external partners.

Experience or demonstrated interest in aviation, education, nonprofit, association, or other mission-driven organizations.

WORKING CONDITIONS:

This position works in an office setting.

Typical working hours are 8:30 am – 5 pm, Monday through Friday, with a one-hour lunch break.

Generally, a climate-controlled environment with occasional exposure to outdoor weather conditions when attending aviation related events, including exposure to higher altitudes and confined spaces if in a general aviation aircraft.

This position may require some travel, up to 10% of the time, to various general aviation or industry-related events. Travel is by aircraft (general aviation and commercial) and by road or public transit.

PHYSICAL DEMANDS:

The physical demands of this position are typical of a standard office environment. While performing the duties of this job, the employee will regularly be required to:

Sit for extended periods while working at a computer or attending meetings.

Use hands and fingers to operate a computer keyboard, mouse, and other office equipment.

Communicate effectively via email, phone, and in-person, which requires clear speech, hearing, and vision.

Occasionally lift or move items weighing up to 15 pounds, such as boxes of materials or equipment.

Occasionally stand, walk, and reach with hands and arms during the course of normal office activities.

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 accommodation will be made to enable individuals with disabilities to perform the essential functions.

ADDITIONAL INFORMATION:

This position is located at AOPA’s Frederick, MD, office.

The hourly range for this position is: $23.50 - $25.00, depending on education and experience.

BENEFIT INFORMATION:

Flight Training (earn your Private Pilot License for free) & Annual Flight Proficiency Program (so you can keep flying and remain proficient)

Medical, Dental, and Vision insurance is available for employees and their dependents the 1st of the month following their start date

Flexible Spending Plans

Health Savings Plan with employer contribution (for eligible participants)

401(k) Retirement Plan with a company match, and annual discretionary supplemental employer contribution

Company paid Short and Long-term Disability Insurance

Company paid Life Insurance and AD&D insurance with the option to buy up

Paid Time Off (PTO): 17 days accrued during first year (accruals increase based on tenure)

Paid Holidays: 12 holidays

Personal days: 3 (prorated based on hire date)

Volunteer day: 1 (prorated based on hire date)

Work From Home Fridays

Paid Parental Leave

AOPA Membership

Employee Assistance Program

Wellness Program (earn medical insurance premium discounts)

Gym Reimbursement Program

Supplemental insurance options (critical illness, accident, hospital indemnity)

Tuition Reimbursement Program

Discount on AOPA swag

Business casual dress code

Free coffee, tea, hot cocoa