Marketing and Communications Project Manager

Website The Morton Arboretum

The Morton Arboretum is a world-renowned nonprofit with a unique opportunity for a project manager with an interest in trees, nature, and conservation. We’re seeking someone who thrives in a fast-paced environment and has experience managing the work-request intake process for an agency or internal marketing team, has worked on a wide-range of marketing collateral, and who is comfortable orchestrating the complex inter-working of a marketing team. You’ll be part of a talented Marketing and Communications team, working in a business casual office, with 1,700 acres of nature and beauty outside your office door.

Position Summary:

Ensure a streamlined process for the Arboretum’s marketing communications projects by managing intake, working with management to identify and assign staff resources, and managing project processes within the department in order to deliver well-planned projects on time and on budget. Liaise with the Marketing and Communications management team, team members, and internal project partners.

In your cover letter, describe how your experience matches the following job functions.

Essential Functions:

Manage the brand project intake queue, evaluate requests with management, and schedule intake meetings. Track rounds of alterations, and escalate project scope changes and delays to project leads for resolution. Ensure the project team follows through by documenting and following up on assigned next steps. Collaborate with team members on a daily basis to best prioritize the log of projects.
Lead intake meetings, including planning, scheduling, and recording and distributing meeting minutes and assignments.
Schedule kickoffs and internal reviews to keep the team aligned. Ascertain and distribute designer and project lead workload in partnership with management. Gather and relay stakeholder feedback, assuring the Director of Design is pulled in for any directional design-related feedback.
Add key project documentation to the project management system, Basecamp, including the project partner contact, assigned Marketing and Communications project team, and key information regarding project scope and deliverables. Ensure the project plans created by the marketing team are distributed and readily accessible. Check in on the project status, deadlines, and milestones and provide support throughout the process.
Lead the annual project intake planning process and create supporting annual, monthly, and quarterly calendars and project lists. Guide internal project partners through the project intake experience and introduce new partners to the process.
Manage inventory of outreach materials, marketing collateral, and Arboretum stationery.
Select, manage, and continuously optimize project management software.
Other duties as assigned.

Qualifications:  Bachelor’s degree in marketing or related field required. 5+ years experience in a project management or marketing traffic role required. Internal or external agency traffic, production, or project coordination experience preferred. Experience working with designers, design directors, account teams, and writers throughout creative development. Familiarity with the formation and execution of annual media plans and buys preferred. Motivated self-starter with excellent written and verbal communication required. Experience with Basecamp and Google applications is beneficial.

Success Factors: Effective time management skills with the ability to meet deadlines and manage and prioritize multiple projects simultaneously and proactively. Strong people skills with the ability to build effective business relationships. Experience supporting brand visual and voice standards within an agency or organization. Ability to work independently, as well as cooperatively with other Arboretum staff. Ability to solve problems and suggest solutions. Calm, customer service oriented with the ability to relate effectively with persons internal and external to the Arboretum. Strong interest in acquiring a thorough understanding of the Arboretum, its mission, programs, and staff. Ability to embrace and align with the organization’s employee core values to be inclusive, take ownership, work together, keep learning, and make the Arboretum exceptional.

Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Physical Demands: Requires some physical activity: limited lifting and carrying (up to 20 lbs.), traveling around the Arboretum buildings and grounds.
Work Environment: Fast paced office environment. Work is performed primarily indoors, with occasional outdoor activity. This position is designated as a hybrid-eligible position, allowing for some work to be performed off premise, during regular hours of work.
Equipment: General office equipment, scanner, design tools.
Schedule: Occasional evening and weekend work as needed.
All Arboretum employees will be required to be fully vaccinated against COVID-19 and provide proof of that status in order to maintain their employment.

The Morton Arboretum is a champion of diversity, supporting a culture of inclusion that attracts, inspires, and engages people to achieve success.  The Arboretum is committed to hire and develop employees based on job-related qualifications irrespective of race, religion, color, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status.  To increase diversity in professions related to the public garden realm, we encourage applications from underrepresented minorities, persons with disabilities, and veterans.

The Morton Arboretum is dedicated to complying with our obligations as an equal opportunity/affirmative action employer.  All applicants are guaranteed equal consideration for employment.

Hiring range: $55,000 – $60,000

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