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Communications Project Specialist

3 months ago

Des Moines, United States Greater Des Moines Partnership Full time
Job DescriptionJob Description

The Communications Project Specialist will provide support to the Communications team through serving as the account liaison, organizing schedules and managing flow of projects between all Greater Des Moines Partnership areas of work. This candidate will work closely on Partnership initiatives, campaigns and events to ensure projects are captured using project management software and/or documentation process, projects are assigned appropriate service level and appropriate Partnership team members are involved with projects. They should be extremely detail-oriented and organized with the ability to juggle multiple projects and tasks, as well as have strong interpersonal communications skills and an ability to interact positively and directly with team members, vendors and external stakeholders. They will work on a variety of projects, campaigns and initiatives, ensuring deliverables meet expectations and deadlines.

ESSENTIAL JOB FUNCTIONS

  • Acts as the project liaison for multiple areas of work at The Partnership. Duties include but are not limited to:
    • Attending meetings to garner context and updates on projects/events that are in the works and on deck, prioritizing Strategic Priorities, Work Plan and Scorecard goals.
    • Determine who from the Communications team, and other areas of work, needs to be included in the next steps to successfully activate a project as efficiently and effectively as possible.
    • Manages in-take of projects and outlines next steps in project management software and/or documentation process; continually works in project management software to ensure project delivery:
      • Effectively identifies start-to-finish tasks needed for each project and build timelines/workflows that accurately reflect the process and time needed to complete a step.
      • Effectively communicate needed tasks and additional context to all team members involved.
      • Proactively follows up to ensure tasks are delivered to meet project goals and deadlines.
      • Ensures proofing process is activated as efficiently as possible.
      • Effectively communicates project status throughout the process to supervisor, team members and area of work in a timely and clear manner.
    • Communicates clearly to ensure all assigned team members understand the project, goal and tracking mechanisms.
    • Communicates project updates, needs, workload outflows to Senior Director of Marketing, VP of Communications and CCO.
    • Executes projects in accordance with plans outlined by Senior Director of Marketing, VP of Communications and COO, including ensuring deadlines are met and goals are met or exceeded. Assists as needed with any project or task to ensure it is done within the deadline.
    • Acts as a problem-solver and communicates with Senior Director of Marketing, VP of Communications and CCO when major/on-going problems arise.
  • Monitors project workload outlined in project management software and/or documentation process and alerts CCO when project load may not be achievable within the desired timeline with existing resources and offers solutions.
  • Schedules meetings, taking detailed notes, assigning projects and tasks, tracking progress on projects and tasks, and tracking down information as needed to meet project needs.
  • Works closely with Senior Director of Marketing, VP of Communications and CCO to determine team assignments, priorities and areas we can maximize or leverage. Leads coordination of metric pulls as determined by Communications team leaders and communications and marketing plans. Also pulls reports data from project management software as needed.
  • Identifies opportunities to increase processes for effectiveness and efficiency. Proactively recommends processes to supervisor and plans for changes and pivots as needed.
  • Works hands-on with the day-to-day team activities and needs, including routing copy and designs, and communicating feedback.
  • Manages event logistics and internal meeting set-up as needed including but not limited to Board and Committee meetings.
  • Works to ensure someone is assigned to photograph/video events and maintains a photo catalog from all events and Partnership initiatives for all areas of work with the Digital Media Specialist as the project lead; in serving as the project lead, maintains collaboration with Senior Director of Marketing throughout the process.
  • Assists with coordination of video and photo shoots in collaboration with Graphic Designer, Digital Media Specialist and Senior Director of Marketing including contacting locations for permissions, finding and scheduling talent or interviewees, as well as preparing for shoots including assembling any collateral needs, ensuring proper permissions are documented, locating props, etc.
  • Works collaboratively to recommend server and file organization system.
  • Assists Communications team in gathering information and research needed to move projects forward.
  • Supports the Communications team goals to maintain organizational brand standards and consistent style. Proofs and edits as needed. Ensures projects are proofed and approved by Communications team members and individuals involved in the project.
  • Supports the realization of Communications team goals, including usage and maximization of CRM/CMS/project management software to effectively and proactively serve the team's goals.
  • Serves as a role model within the organization and a positive representative of The Partnership in the community.
  • Conducts oneself in a manner consistent with organization values, goals and objectives.
  • All other duties as assigned.

JOB SPECIFICATIONS

  • Knowledge, Skills and Abilities:   

    • Knowledge of Microsoft Office applications - Word, Excel and PowerPoint.
    • Excellent oral and written communication skills, strong problem-solving skills, attention to detail, ability to work under pressure to meet deadlines and complete multiple projects in stressful situations, capacity to work independently and demonstrate initiative and experience in interacting with business community. Positive attitude, willingness to learn and a keen eye for processes/efficiency strongly desired.

  • Education and Experience:  

    • Three to five years of project coordination experience in marketing, communications, business administration or other related areas.
    • Previous project management experience a plus. Basic/high level understanding of marketing and communications projects desired, but not required; ideal candidate is process-oriented and ready to learn. Knowledge or general experience with a project management system preferred. Knowledge of CMS and/or general website knowledge desired but not required. Writing and/or proofreading experience preferred but not required.