SUMMARY OF POSITION:

The Marketing Operations Assistant supports the efficient execution of marketing projects by managing daily workflows, coordinating cross-functional communication, and maintaining accurate project documentation. Working alongside the Marketing Operations Manager, this role helps route creative assets, track deliverables, organize digital files, and prepare progress reports from Workfront. The Assistant plays a key supporting role in ensuring timelines are met, feedback is collected, and project teams remain aligned. This position is ideal for someone who is detail-oriented, organized, and eager to build experience in marketing operations and project management within a collaborative, fast-paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Project & Workflow Support

• Support daily project workflow management in Workfront, including submitting requests, assigning templates, updating timelines, and tracking deliverables.
• Monitor task statuses and follow up with internal teams to ensure deadlines remain on track.

Cross-Functional Coordination

• Assist in coordinating communication between Marketing, Creative, Operations, Supply Chain, and Regulatory teams to support smooth handoffs.
• Help prepare agendas, take notes, and track follow-up items for cross-functional meetings.

Creative Routing & Approvals

• Assist in routing creative assets through review and approval workflows, collecting feedback, tracking revisions, and confirming final approvals.
• Support creative proof reviews by consolidating comments and flagging open questions or inconsistencies.

Data & Reporting

• Assist in preparing Workfront reports to provide visibility into workload, timelines, task progress, and project status.
• Maintain project trackers and documentation as needed.

Digital Asset & Documentation Management

• Ensure digital files and creative assets are accurately archived in the data management system and easily accessible to stakeholders.

Vendor & Administrative Support

• Support vendor coordination by helping track invoices, purchase orders, and other documentation.
• Assist with scheduling, logistics, and coordination for project meetings and cross-functional discussions.

Issue Escalation & Improvement

• Identify potential delays or bottlenecks and escalate to the Marketing Operations Manager.
• Contribute to continuous improvement by updating workflow templates, SOPs, and process documentation.

Other Duties

• Perform additional tasks as assigned.

REQUIREMENTS:

• Bachelor’s degree preferred in Business, Marketing, Communications, Advertising, or a related field.
• At least 1-2 years of experience in Marketing or related field preferred; however, recent college graduates with related internship experience may be considered.
• Strong organizational and time-management skills with the ability to handle multiple projects simultaneously.
• Comfortable working in a fast-paced, cross-functional environment with changing priorities.
• Detail-oriented with the ability to follow processes while remaining flexible and adaptable.
• Strong communication skills, both written and verbal, required.
• Works well under pressure to meet the deadlines.
• Proficient with operating a personal computer and use of MS Excel/Word/Outlook/PowerPoint and other required programs.
• Must be able to demonstrate personal integrity & honesty, as well as take responsibility.
• Occasional overnight travel.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee in order to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands and fingers, handle or feel, reach with hands and arms, and talk and hear. The employee is frequently required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.

KNOWLEDGE,SKILLS and ABILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Analytical – Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.
• Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Technical Skills – Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and tries new things.
• Oral Communication – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Participates in meetings.
• Written Communication – Writes clearly and informatively; Able to read and interpret written information.
• Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
• Cost Consciousness – Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.
• Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Strategic Thinking – Develops strategies to achieve organizational goals; Understands organization’s strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.
• Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Motivation – Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
• Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Quantity – Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.Safety and Security – Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Safety and Security – Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality – Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative – Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed
• Innovation – Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others’ attention.