Fixed-Term Marketing Division Administrative Coordinator

COFAM- Corporation Of the Fine Arts Museums•San Francisco, CA

12d•$34 - $46•Hybrid

About The Position

The Fixed-Term Administrative Coordinator for the Marketing division works closely with the Chief Marketing Officer (CMO) and Directors of the Marketing Division to support the overall coordination of strategic division initiatives and overall administrative support for the Division. In addition to providing administrative support to the CMO and Directors of the Marketing division, the Administrative Coordinator serves as coordinator for division projects and will take on specific duties assigned by the CMO. This is a 6-month fixed-term position, from approximately mid-October 2026 - mid-April 2027.

Requirements

Bachelor’s degree in Marketing, Communications, Liberal Arts or a closely related field from an accredited college or university.
Minimum of three years of office administration experience.
Proficiency in Google Suite and Microsoft Office Suite, project management tools, and customer relationship management systems (CRMs).
Proficiency in Asana as a project management tool.
Knowledge of marketing + communications best practices.
Excellent organizational, writing, and communication skills.
Ability to establish and maintain effective and appropriate working relationships.
Ability to take direction, manage multiple priorities, meet deadlines, and take initiative.
Ability to exercise sound judgment, tact, and diplomacy.
Flexibility in meeting shifting demands and priorities.

Nice To Haves

Knowledge of art preferred.

Responsibilities

Provides administrative support to the entire Marketing division by scheduling meetings, preparing presentations, aggregating research, responding to accounting and human resource administrative needs, tracking strategic projects, contract trafficking and other division workflows.
Drafts internal and external correspondence.
Proactively anticipates future needs based on the upcoming events, meetings, deadlines, and other activities.
Serves as the key coordinator for the Brand Identity project: scheduling meetings and tracking deliverables for internal teams and with the external agency partner.
Prepares materials to support project milestones.
Writes briefs and summarizes feedback at key project milestones.
Prepares summary decks.
Communicates directly with the agency and internal teams to facilitate collaboration and project advancement.
Coordinates calendaring and sharing of information for stakeholder input sessions and cross-functional progress share outs.
Tracks project SOW and timeline to ensure project’s overall success.
Processes invoices and departmental expense reports; create purchase orders; assists with budget tracking.
Maintains and updates project flow in Asana, adds new tasks related to key projects, tracks overall progress and communicates with the team to ensure project milestones are met.
Manages division Asana project integration into the workflow and planning process.
Serves as project coordinator for division-wide brand projects and marketing related inputs for Trustees and Board meetings.
Prepares agendas and distributes meeting materials.
May attend meetings and take meetings and assign follow up action items for key projects.
Delivers status reports for key projects and strategic initiatives across the division and, as relevant, to cross functional teams.
Compiles insights into presentable, actionable reports for key stakeholders.
Facilitates project advancement across the division by shepherding key documents and approvals through the division workflow, especially as related to milestone reporting for strategic initiatives, the brand project, and review of contracts or content for curatorial and legal review.
Facilitates aggregating data and insights for third party reporting.
Coordinates the Marketing Board Committee preparation, aggregating inputs and presentation needs, day of facilitation and drafting of minutes.
Helps facilitate Marketing Division-specific onboarding and offboarding procedures for new or departing division employees.
Assists in all Marketing & Communications department events, including press previews, social influencer meet-ups, audience cultivation, and partnership events.
Provides cross functional event planning coordination.
Assists in assembling post-exhibition marketing campaign reports and campaign analytics.
Coordinates with media agency and the broader marketing division to aggregate data and insights into institutional archives.
Updates project schedules in Asana to help teams meet deadlines; assists and coordinates production timelines to ensure timely distribution of materials.
Performs light clerical duties (photocopying, filing, mailing).
Performs other duties as assigned.