Coordinator

Jamestown

Creative & Marketing Department

POSITION/LEVEL: Creative & Marketing Department Coordinator

FLSA STATUS: Non-Exempt

DEPT/OFFICE: Creative & Marketing, (Boston, MA)

REPORTS TO: Global Head of Creative & Marketing

Are you creative? Interested in brands, events, placemaking, storytelling, and design?

We’re looking for a Creative & Marketing Department Coordinator who wants to influence cutting-edge real estate. The perfect person for this job is happy wearing multiple hats in a given day, is able to respond quickly when needed, and has experience and/or interest in any combination of the following: Detailed oriented focus, Event Coordination, Marketing, Graphics, Arts, Interior Design, Architecture, Advertising, Hospitality, and Retail. In this capacity, you’ll ensure the smooth functioning of Creative & Marketing operations to maximize collaboration and deliver excellence in all asset and department initiatives.

In this role, you will assist the Head of Creative & Marketing with the coordinating functions required to run a multi-faceted marketing and design team for real estate projects in {Americas and Europe}. This entry level position is an integral part of the Creative & Marketing team designed to keep workstreams on track, while providing the opportunity for candidates to learn the fundamentals of project management and learn necessary Creative & Marketing skills.

Roles And Responsibilities

• Organizing department meetings and agendas.
• Updating staffing and personnel information by asset and/or service agreement.
• Assist tracking and updating KPIs per asset for social media, foot traffic, and sales in departmental quarterly reporting.
• Assisting in the annual budget process.
• Oversee project management and execution of ICSC leasing brochure and organizing event details needed.
• Sending out departmental announcements.
• Taking meeting minutes and managing Wrike submissions for Design Review Meeting agendas with the president of the company.
• Assisting in the creation of departmental newsletters and department training guides and templates.
• Providing general administrative support to the Creative & Marketing department.
  
  

This is a dynamic and multifaceted role—no two days are the same. As part of this role, you will gain exposure to creative programs, budgets, project management systems, and placemaking strategies; building skills that are critical to advancing in marketing and leadership positions.

Department Support

ESSENTIAL JOB FUNCTIONS

• Provide administrative and operational support to ensure the smooth execution of departmental initiatives and day-to-day activities.
• Assist with reviewing, proofreading, and refining departmental collateral, staffing details, and property information for accuracy, consistency, and adherence to brand standards.
• Collaborate with the team to make basic edits to presentations and departmental materials, ensuring professionalism and alignment with department goals.
• Support the preparation, sourcing, and distribution of departmental materials to ensure efficient delivery of resources to internal teams.
• Help maintain portfolio management of back-end social media platforms, tracking metrics and analyzing KPIs to support reporting and decision-making.
• Monitor department deadlines and priorities, maintaining an organized schedule and providing reminders to ensure tasks and deliverables are completed on time.
• Act as a liaison to coordinate communication between team members and regional teams, ensuring alignment and consistency across the department.
• Manage department files and documentation to ensure proper organization, version control, and accessibility.
• Submit department templates and process templates to Wrike and manage outcomes and executions with appropriate parties.
• This role is key to driving efficiencies in department coordination, improving organization workflows, and enhancing project communication among teams and other departments.
• Collaborate regularly with the VP team and external marketing consultants to track deliverables and ensure alignment across campaigns
• Setting up and organizing project folders and project kick off call document information for new service agreements and acquisitions.
  
  

Standards & Regional Team Support

• Assist with maintaining department standards by ensuring processes and protocols are consistently followed across projects and initiatives.
• Collaborate with regional teams to provide support with administrative tasks, sourcing materials, and managing logistics related to departmental initiatives.
• Support the planning, coordination, and execution of departmental meetings or special initiatives, including scheduling, preparing agendas, and taking detailed notes.
• Monitor department-wide project status updates to identify areas where additional support or follow-up may be required.
• Coordinate with external vendors for department projects as needed, ensuring smooth communication and adherence to timelines.
• Assist with tracking budgets, invoices, and expenses to ensure accuracy and alignment with department guidelines.
• Be available to assist with time-sensitive or ad hoc projects to ensure the department operates efficiently and meets its objectives.
  
  

Admin & General Support

• Filing system maintenance and organization
• Create forms and templates
• Expense reporting, including collecting receipts and managing expense reports
• Coordinate travel arrangements and reservations
• Meeting support: scheduling, agenda and meeting materials prep, note taking, and meeting follow up
• Support team in general administrative tasks: budgeting tracking, project tracking, data tracking and entry, database updates, etc.
• Perform general office duties and errands
• Log, track, and submit all invoices
• Project management of graphic requests and other deliverables
• Prepare clear and concise reports, correspondence, and other written materials
• May provide direct coordination and communication with outside consultants as well as internal departments
• Perform other related duties as assigned
  
  

Experience

QUALIFICATIONS

• Any combination of education, training, and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job
  
  

Knowledge Of

• Marketing, including traditional and digital marketing techniques, PR, social media marketing are a plus
• Placemaking principles, including what creates a sense of place, aesthetics, inclusivity, community involvement, and sustainability, are a plus
  
  

Skills And Abilities

• Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) functional proficiency
• Functional proficiency in Adobe Acrobat, Canva, Later, Squarespace and Mailchimp
• Design Skills: Basic understanding of design elements for creating visually appealing deliverables
• Research Skills: Ability to conduct market research, surveys, and brand audits
• Analytical Skills: The ability to analyze market trends, customer preferences, and the effectiveness of marketing strategies
• Budgeting Skills: Ability to manage finances, negotiate contracts and work within a specified budget.
• Creativity and Innovative Thinking: Ability to create intriguing and engaging experiences, with a fresh and imaginative perspective
• Strong Communication Skills: Strong written and verbal communication skills to effectively convey information to a wide variety of stakeholders
• Understanding of Community Engagement: Ability to create and carry out public engagement strategies to garner community support for projects and initiatives
• Attention to Detail: Ability to manage small details of a project to ensure accuracy and coherence
• Organizational Skills: Ability to manage time and work efficiently
• Self-Motivation: Ability to communicate, follow up, work well, and meet deadlines under limited supervision
• Project Management: Ability to effectively prioritize, plan, manage, and execute multiple projects at once, tracking deadlines and communicating status proactively
• Networking Talent: Capacity to develop and maintain relationships with key stakeholders, community leaders, vendors, and clients
  
  

Bonus Skills

• Adobe Illustrator, Photoshop, and InDesign- light graphic design capabilities
• Project management software proficiency (Wrike)
• Photography skills
• Copywriting
• Light video editing or other creative skills
  
  

Schedule

• Responsibilities may require an adjusted work schedule, travel, overtime, and evening/weekend hours to meet deadlines or attend special events.
• This role supports teams across many time zones; schedule flexibility is required, including occasional early-morning or evening hours based on project needs.
  
  

This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this job will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.