Creative Project Coordinator

Alliance Defending Freedom - Ashburn, VA

Full-time - Entry Level

Ashburn, VA

Professional, Scientific, and Technical Services

About the position

Alliance Defending Freedom is seeking a highly professional Creative Project Coordinator to join our team in either Scottsdale, AZ or Lansdowne, VA. This role is integral to the Constituent Communications team, collaborating closely with the Direct Response team to develop direct mail fundraising materials. As a Creative Project Coordinator, you will manage the creative process for various printed mail projects, including appeals, newsletters, and other mail items. Your responsibilities will include monitoring the content and art development of these projects, managing timelines, and ensuring that each project meets the highest standards of excellence through proper fulfillment and review processes. In this position, you will report directly to the Creative Manager, working together to ensure that each mail project is completed efficiently and effectively. You will assist in managing multiple mail projects by overseeing the creative process, which encompasses art creation and content development. It will be your responsibility to ensure that projects adhere to their schedules, flagging any potential issues as they arise. You will also be tasked with maintaining clear communication with team members across various departments to facilitate smooth project progression and achievement of project goals. Your role will involve moving projects through the creative review process, consolidating edits, and maintaining detailed calendars, timelines, and task lists for all mail projects. You will coordinate meetings, prepare necessary documents, and accurately document notes and decisions made during these meetings to ensure all team members are aligned on project direction and next steps. Additionally, you will collect and organize assets for creative projects, set up and test vanity URLs, and ensure that all project materials are reviewed for quality control before release. Post-project tasks will also be set up to ensure proper data tracking and management, and you will organize project assets and final documents for future reference.

Responsibilities

• Assist in the management of mail projects (appeals, newsletters, proposals, etc.) by monitoring the creative process, which includes art creation and content development.
• Ensure that projects flow according to schedule and flag any potential problems as needed.
• Work with the Creative Manager to ensure that each project is error-free and presents a level of excellence.
• Monitor project timelines so that they are started and kept on schedule using process templates and software approved by ADF, and ensure that job schedules are followed by all Team Members involved.
• Communicate clearly and effectively with Team Members on multiple teams to ensure that mail projects proceed smoothly and meet all project goals.
• Move projects through the creative review process and consolidate edits as needed.
• Maintain calendars, timelines, and task lists for mail projects.
• Facilitate creative problem-solving and strategic process planning.
• Coordinate and schedule meetings, including preparing and distributing all preliminary documents needed for meetings.
• Accurately document notes and decisions made in meetings to ensure that all Team Members have a clear understanding of the agreed direction and next steps for the project or campaign.
• Collect and organize assets for all creative projects.
• Set up, document, and test vanity URLs.
• Compare direct mail art layouts with the Word documents approved by the legal team to ensure the copy is accurate and all legal changes have been incorporated.
• Collaborate with cross-team Direct Response Project Managers to ensure the timely delivery of projects by their drop dates.
• Ensure quality control, including but not limited to reviewing all project materials prior to release.
• Set up post-project tasks for each project to ensure appropriate data tracking and management.
• Organize project assets and final documents for future use and documentation.

Requirements

• Associate's degree in communications, marketing, advertising or graphic design, or equivalent related experience.
• 1-3 years of experience in supporting project management, preferably for a creative team or ad agency.
• Experience with Wrike (or other project management software) is a plus.
• Writing/editing/proofreading/creative experience is a plus.

Nice-to-haves

• Demonstrated proficiency in giving close attention to detail and accuracy.
• Project coordination - following a plan/timeline and coordinating resources and individuals to achieve common goals.
• Problem analysis and problem-solving skills.
• Flexibility in a fast-paced environment.
• Strong communication skills.

Benefits

• 401(k) matching
• Dental insurance
• Dependent care reimbursement
• Disability insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off (PTO) that starts accruing from your hire date
• 11 paid holidays per year