Project Coordinator

Position Summary

The Flagler Museum seeks an organized, proactive, and collaborative Project Coordinator to coordinate marketing initiatives and communications across the institution. Reporting to the Director of External Affairs, this position serves as the central point of contact between the Communications team and colleagues in Advancement, Membership, Education, Visitor Services, Curatorial, Museum Events, connecting departmental needs with the information, resources, and timelines needed to move projects forward.

The Assistant’s primary responsibility is project management and cross-department coordination, including maintaining the Museum’s Master and Marketing Calendars, gathering content and approvals, communicating deadlines, and ensuring consistent follow-through. The role also supports advertising, vendors, digital marketing, social media reporting, copywriting, signage, and presentation materials. Working closely with the Communications team, the Assistant learns and applies the Museum’s brand guidelines and established workflows, with opportunities to develop additional creative skills over time.

Responsibilities

Project Management & Cross-Department Coordination

• Serve as the central point of contact between the Communications team and Museum departments, coordinating requests, resources, information, and timelines.
• Maintain regular communication with colleagues to anticipate needs and coordinate marketing and communications support for exhibitions, programs, events, and institutional initiatives.
• Maintain the Museum’s Master and Marketing Calendars on Monday.com, tracking projects, key dates, deliverables, dependencies, and deadlines.
• Coordinate projects from request through completion, gathering required copy, images, specifications, and approvals while communicating deadlines, confirming next steps, and following up on outstanding items.
• Connect related initiatives, identify missing information or scheduling conflicts, and flag potential delays to the Director of External Affairs and relevant colleagues.
• Help prioritize competing requests and maintain clear workflows, documentation, and records that support accountability and efficient project delivery.
• Assist with administrative and operational tasks that support the day-to-day work of the Communications team.

Marketing & Communications Coordination

• Coordinate the collection, organization, preparation, and distribution of marketing materials for exhibitions, programs, events, Membership, Advancement, and visitor communications.
• Work with the Communications team to learn and apply established brand guidelines, visual identity, messaging standards, and submission and review processes.
• Assist with copywriting, editing, and proofreading for advertising, signage, presentations, social media, and other print and digital communications.
• Proof materials for spelling, grammar, factual accuracy, completeness, and consistency, consulting the Communications team when guidance or review is needed.

Advertising & Vendor Coordination

• Coordinate advertising placements, tracking agreements, insertion orders, specifications, artwork requirements, and submission deadlines.
• Communicate with advertising representatives, printers, and other vendors to obtain specifications, confirm deliverables, and coordinate production.
• Gather and submit approved materials, maintain organized records and correspondence, and follow up to ensure deadlines are met.
• Coordinate invoice processing for advertising placements, print production, and other marketingrelated expenses, tracking submissions and approvals and following up with the appropriate departments to support timely payment.

Digital Marketing & Online Presence

• Create and update website pages for exhibitions, programs, and events, ensuring information is accurate, current, and consistent with approved Museum communications.
• Assist with coordinating paid advertising campaigns through Meta Business Suite and Ads Manager, following established objectives, budgets, and direction. 
• Coordinate with colleagues to gather content and assets for social media communications.
• Support LinkedIn content and profile updates in coordination with the Communications Coordinator. 
• Monitor and maintain the Museum’s online presence across Google Business Profile, Glassdoor, and other relevant listings and review platforms. Verify listing accuracy, monitor reviews and public feedback, flag issues or inquiries, and coordinate appropriate responses with the Communications team and relevant departments in accordance with Museum guidelines.

Social Media Metrics & Reporting

• Track social media performance, including reach, impressions, engagement, and audience growth; compile regular reports and identify trends and opportunities for improvement.
• Compile performance data into regular reports for review by the Director of External Affairs and relevant colleagues. 
• Coordinate with the Communications Coordinator and other colleagues to support strategy, assets, and information for social media communications.

Signage, Presentations & Creative Production Support

• Prepare and update visitor-facing signage, wayfinding, informational displays, and other materials supporting the visitor experience.
• Create and update presentations using established branded templates and make routine text, image, and formatting updates to existing materials.
• Print, trim, assemble, and prepare materials for programs, events, visitor areas, and internal use, checking accuracy, legibility, formatting, and consistency before distribution or installation.
• Consult with the Communications team to ensure materials meet established visual and communications standards and collaborate with the Senior Designer on more advanced design projects.
• Develop proficiency in the Museum’s templates, production processes, Adobe InDesign, and other creative tools, with opportunities to take on additional design and production responsibilities as skills develop.

Qualifications

• Bachelor’s degree in Marketing, Communications, Business, Public Relations, or a related field, or equivalent professional experience.
• Experience in project coordination, marketing, communications, operations, or a related role.
• Strong organizational skills and attention to detail, with the ability to manage multiple projects, deadlines, and competing priorities.
• Proficiency in Microsoft 365 and familiarity with Monday.com or similar project management platforms preferred.
• Comfort working with established design templates and branded materials. Familiarity with Adobe InDesign and preparing print-ready materials required.
• Excellent written and verbal communication skills, including professional follow-up, information gathering, and coordination across departments and organizational levels.
• Ability to build positive working relationships, take initiative, anticipate needs, solve problems, and keep projects moving forward.
• Familiarity with social media platforms, digital marketing tools, online business listings, and performance reporting preferred.
• Sound judgment, discretion, professionalism, and adaptability when working with colleagues, vendors, and the public.
• An interest in history, architecture, arts, culture, and the Museum’s role in the community.

Desired Attributes

• A natural connector who enjoys bringing people, information, and projects together.
• Proactive and dependable, with a strong sense of ownership over deadlines, follow-ups, and next steps.
• Organized and detail-oriented, able to anticipate needs and identify missing information before it becomes a problem.
• Collaborative and service-oriented, understanding how effective coordination supports the work of other departments.
• Resourceful and solutions-oriented, comfortable asking questions, clarifying requirements, and improving processes.
• Adaptable and willing to assist with project management, marketing, administrative, and production tasks as priorities evolve.
• Interested in learning new systems, software, and creative skills, with the ability to grow into additional responsibilities over time.
• An interest in history, architecture, arts, culture, and the Museum’s role in the community.

Impact of the Role

The Project Coordinator connects the people, information, and timelines behind the Flagler Museum’s marketing and communications initiatives. By maintaining clear project calendars, coordinating departmental needs, securing content and approvals, and ensuring consistent follow-through, this position helps projects progress efficiently and keeps colleagues informed and aligned. Through additional support for marketing execution and creative production, the Assistant contributes to consistent, professional communications and a welcoming experience for visitors, Members, Contributors, and the broader community.

This job description is intended to describe the general nature and level of work performed. Responsibilities and duties may change as the needs of the Museum evolve.