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About the Role

This 6-month fixed-term Administrative Coordinator position supports the Marketing division's strategic initiatives and provides administrative support to the Chief Marketing Officer (CMO) and Directors. The role involves coordinating division projects and specific duties assigned by the CMO.

Responsibilities

• Provides administrative support to the Marketing division by scheduling meetings, preparing presentations, aggregating research, responding to accounting and HR administrative needs, tracking strategic projects, and contract trafficking.
• Serves as the key coordinator for the Brand Identity project, scheduling meetings, tracking deliverables, preparing project milestone materials, writing briefs, summarizing feedback, and communicating with agency and internal teams.
• Processes invoices, departmental expense reports, and creates purchase orders; assists with budget tracking and maintains/updates project flow in Asana.
• Manages division Asana project integration into workflow and planning.
• Serves as project coordinator for division-wide brand projects and marketing inputs for Trustees and Board meetings, preparing agendas and distributing materials.
• Delivers status reports for key projects and strategic initiatives across the division and to cross-functional teams.
• Facilitates project advancement by shepherding documents and approvals through the division workflow, especially for milestone reporting, brand projects, and contract/content review.
• Coordinates Marketing Board Committee preparation, aggregating inputs, presentation needs, and drafting minutes.
• Facilitates Marketing Division-specific onboarding and offboarding procedures.
• Assists in all Marketing & Communications department events, including press previews, social influencer meet-ups, and partnership events.
• Assists in assembling post-exhibition marketing campaign reports and campaign analytics.
• Updates project schedules in Asana to help teams meet deadlines and coordinates production timelines.
• Performs light clerical duties such as photocopying, filing, and mailing.
• Performs other duties as assigned.

Requirements

• Minimum of three years of office administration experience.

Skills

• Proficiency in Google Suite and Microsoft Office Suite
• Proficiency in project management tools
• Proficiency in customer relationship management systems (CRMs)
• Proficiency in Asana as a project management tool
• Knowledge of marketing + communications best practices
• Excellent organizational skills
• Excellent writing skills
• Excellent communication skills
• Ability to establish and maintain effective and appropriate working relationships
• Ability to take direction
• Ability to manage multiple priorities
• Ability to meet deadlines
• Ability to take initiative
• Ability to exercise sound judgment, tact, and diplomacy
• Flexibility in meeting shifting demands and priorities
• Knowledge of art preferred

Location

• San Francisco

Work Type

• Hybrid
• Fixed-term

Experience Level

• 3 years of office administration experience

Education Level

• Bachelor’s degree in Marketing, Communications, Liberal Arts or a closely related field

Salary/Compensations

• Step 1 (starting rate) is $34.18
• Step 7 (max rate) is $45.80

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Generous time off package

About the Company

• COFAM is the Corporation of Fine Arts Museums and is the privately funded non-profit corporation which supports the Fine Arts Museums of San Francisco, a department of the City and County of San Francisco.
• Comprising the de Young Museum in Golden Gate Park and the Legion of Honor in Lincoln Park, we are the largest public arts institution in the City of San Francisco and one of the largest art museums in the United States.
• The de Young showcases American art from the 17th through the 21st centuries, international contemporary art, textiles and costumes, and art from the Americas, the Pacific, and Africa.
• The Legion of Honor displays a collection of over 4,000 years of ancient and European art including Auguste Rodin's The Thinker and houses the Achenbach Foundation for Graphic Arts in a Beaux-Arts style building overlooking Lincoln Park and the Golden Gate Bridge.

Equal Opportunity

• COFAM is proud to be an equal opportunity employer and is committed to a policy of nondiscrimination in all phases of employment in accordance with all federal, state, and local laws.
• Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.