Agency Operations & Project Coordinator

Change Craft is a California-based strategic communications agency specializing marketing, advertising, public affairs, creative development, and content production for clients in public health, education, government, and social impact campaigns. We're looking for an exceptionally organized Agency Operations & Project Coordinator to help keep projects moving, deadlines on track, and teams aligned across strategy, communications, creative, research, and account service functions. This role is ideal for someone who has worked inside a marketing, advertising, PR, communications, creative, or digital agency and understands how campaigns move from planning through execution. What it’s NOT: • This is NOT a software project management role. • This is NOT a virtual assistant role. • This is NOT a content creator role. • This is NOT a general marketing role. • This is NOT a lead generation role. • This is NOT a website development role. What it IS: • Traffic management- how projects move through the agency • Resource management- how projects get assigned to staff • Timeline management- how projects get planned and managed • Operations management- how we use systems to manage projects • Project management- how we know tasks are completed and projects on track We're looking for someone who understands agency workflows, enjoys organization, and can bring structure to fast-moving projects with many stakeholders and deadlines. What You'll Do Project Coordination • Build and maintain project plans in Asana • Create timelines, milestones, dependencies, and task assignments • Track project status and ensure deadlines are met • Monitor project risks and identify potential delays before they become problems • Follow up with team members regarding overdue tasks and upcoming deadlines • Prepare project status updates and progress reports Agency Operations • Support agency-wide workflow management and project organization • Coordinate meetings, notes, action items, and follow-up activities • Help maintain project templates, workflows, and operational systems • Support resource planning and workload visibility across teams • Assist with budget tracking and project administration Campaign Coordination • Coordinate projects involving strategy, communications, creative, research, digital marketing, media, and community engagement activities • Manage internal review processes and client approval workflows • Support launch planning and campaign execution activities • Ensure project documentation remains organized and up to date Required Experience • Experience working within a marketing, advertising, communications, PR, creative, digital, or related agency environment • Experience coordinating multiple projects simultaneously • Experience using project management systems such as Asana, ClickUp, Monday.com, Basecamp, Teamwork, Wrike, Trello, or similar platforms • Strong organizational and follow-up skills • Strong written and verbal English communication skills • Ability to manage competing priorities and shifting deadlines Preferred Experience • Asana experience • Public health, education, nonprofit, government, or social impact experience • Budget tracking experience • Client-facing experience • Process improvement or operations experience What Success Looks Like • Projects are organized and up to date • Deadlines are visible and proactively managed • Team members know what they need to do and when • Risks are identified before they become problems • Leadership has visibility into project status and workload