Marketing Operations Specialist

Project & Workflow Coordination

• Facilitate regular pod and email standups by gathering updates, keeping meeting flow, and documenting next steps.
• Serve as an operational hub—keeping workstreams moving smoothly while allowing pods to manage their own execution. 
• Create and maintain workback schedules for projects of varying scope. 
• Support the Senior Marketing Operations Manager with regular team meetings as needed (i.e. event management, coordinate presentation material, documenting notes)
• Coordinate translation workflows as needed. 

Project Intake, Resourcing & Deployment Support

• Manage project intake with stakeholders and review brief submission for completeness prior to resourcing.  
• Allocate creative and email development resources and manage their day-to-day schedules on Float (resource management tool).  
• On an as-needed basis, analyze resource capacity with the support of the Senior Marketing Operations Manager and proactively flag resourcing risks or blockers.  
• Manage the email schedule, ensuring content, assets, and approvals are ready for development and deployment. 

Process & Systems Support

• Monitor JIRA boards and workflows to identify and resolve gaps in ticket hygiene, SOP adherence, and workflow discipline. 
• Surface issues to appropriate owners and support follow-through to bring workflows back on track. 
• Support Marketing Operations team broadly with maintenance of documentation, SOP and any other operational communication requirements.   
• Develop and own the Marketing team onboarding materials and implement light training and process for new team members.  

Workflow Optimization

• Use Copilot or other approved tools to continuously enhance workflow efficiency and support smoother day-to-day execution.  
• Stay attentive to workflow gaps or friction points, and explore opportunities to streamline processes, improve documentation, or strengthen tools — including responsible use of AI where appropriate. 

Quality Assurance (QA) & Delivery Support

• Act as the first gate of QA for email tests, ads and web content prior to publishing to ensure accuracy.  
• Support ad trafficking process as needed for internal and external campaigns.   
• Ensure complete project delivery. Ensure project documentation completeness across briefs, approvals, and assets. 

Invoice & Administration

• Manage day-to-day invoice submissions, budget sheet management and coordinate with Accounts Payable to ensure prompt vendor payment.  

Let's Talk About You!

• 2–3+ years of experience in marketing project coordination, digital operations, or agency account/client management. 
• Bachelor of Commerce, Marketing, or an equivalent degree in a related field is a minimum requirement. 
• Strong attention to detail, time management, and prioritization in a fast-paced environment. 
• Excellent communication skills and proactive problem-solving abilities. 
• Strong ability to build trusted and transparent working relationships with cross-functional teams, including creatives and developers. 
• Familiarity with CMS and DAM systems is preferred. 
• Experience with JIRA, Float, Canva, and other MS Office tools (including Copilot).   
• PMP and/or Scrum certification is an asset.
• Curious, adaptable, and committed to continuous improvement. 
• Proficiency in French is an asset.