Marketing Communications Project Coordinator-Wisconsin Historical Foundation

Date: February 2024

Position: Marketing Communications Project Coordinator

Type of Employment: Full-time, Exempt

Reports to: Marketing Manager

Location: Wisconsin Historical Foundation, Madison, Wisconsin

Locally-based candidates preferred. Position eligible for hybrid work option, with partial remote and in-person availability.

Who We Are:

The Wisconsin Historical Society is one of the largest, most active and most diversified state historical societies in the nation. The Wisconsin Historical Foundation exists to support the Society and further their mission of collecting, preserving, and sharing history. As a 501(c)(3) tax exempt organization, the Foundation receives grants and private contributions benefiting the Society, administers the membership program and provides marketing and communications services for the Society.

This role will be expected to uphold the Society’s core values:

• Embrace a spirit of service.
• Engage our expertise.
• Spark enthusiasm.
• Cultivate inclusion.
• Exceed expectations.
• Think big and grow with purpose.

Position Overview:

The Marketing Communications Project Coordinator is a detail-oriented multitasker who provides cross-functional support to the members of the fast-paced, in-house Wisconsin Historical Foundation Marketing Communications (MarComm) team. This role will work in close collaboration with marketing, public relations, social media, web and development professionals to grow awareness of the Wisconsin Historical Society, its programs, public resources and historic sites and museums. Primary responsibilities of this hands-on role include processing all incoming creative requests, project set up and management within the Asana workflow platform, tracking marketing and media deliverables for campaigns, ensuring that timelines are met, coordinating review, approval and publication of a variety of marketing materials, proofing content, processing invoices and general administrative support. This role may occasionally be asked to assist in social media platform monitoring. This role requires the ability to work independently and as part of a team, and to handle multiple projects under a tight turnaround.

Primary Duties

• Process all incoming marketing communications requests and follow up with internal clients to fill any information gaps.
• Set up all new projects in the Asana workflow platform and provide project management that ensures key team members are engaged, all deadlines are met and deliverables executed as promised.
• Support the Marketing Manager as necessary in interactions with the outside advertising agency.
• Under the direction of the Marketing Manager, coordinate internal review and approval of a variety of marketing materials. Ensure that all work adheres to and is consistent with brand guidelines.
• Provide administrative support, including onsite, virtual and hybrid meeting coordination and scheduling, materials preparation, note taking and procedural oversight.
• Proof copy as needed.
• Manage marketing collateral and fulfill requests for branded displays, rack cards, visitor guides, etc.
• Assist in the organization, maintenance and distribution of visual assets through the PhotoShelter platform.
• Gather outside vendor estimates for a variety of projects.
• Gather competitor and other market research as requested.
• Assist in the development and distribution of event calendar listings.
• Assist Social Media Manager in social media monitoring on occasion.
• Assist Director of Photography with photo and video shoot coordination.

• Process invoices and ensure alignment with vendor estimates and budget.

Support the Marketing Communications team in a variety of general administrative tasks as required

Skills & Qualifications

• Bachelor’s degree or equivalent professional experience in administration and project management in marketing, public relations, communications, advertising, or related fields.
• 2-4 years’ experience working as part of a marketing / communications team or other related function.

• Proven ability to use project management tools to support projects and processes. Experience using the Asana workflow platform highly desirable.
• Proven experience in process development a plus.
• Demonstrated experience in proofing copy across a variety of channels.

• Demonstrated ability to effectively multitask and move forward multiple projects and competing priorities on deadline.
• High level of comfort working with a wide variety of project stakeholders; ability to gather and process feedback, and communicate effectively to the marketing team.

• Detail oriented and organized.
• Critical thinker, solution-oriented with strong problem-solving abilities.
• Excellent written and verbal communications skills.
• High adaptability for new technology.

• Desire to work both as part of a team and independently in a busy, dynamic environment with multiple stakeholders.
• Familiarity with social media monitoring and basic content development a plus.
• Proficient in Microsoft Office Suite.

Physical Demands

This position may entail moderate physical activity. Reasonable accommodations may be made to enable employees to perform the essential functions.

Application Details

This is a full-time position with an excellent benefits package that includes health insurance, vision and dental insurance, 401(k), vacation and sick time, and paid holidays. Pay will be dependent upon qualifications and experience.

To apply, please send a cover letter and resume to Erika Flaherty at erika.flaherty@wisconsinhistory.org

Direct inquiries to Erika Flaherty at erika.flaherty@wisconsinhistory.org or (608) 261-9590.

The Wisconsin Historical Foundation, a 501(c)3 non-profit organization, is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.