Senior Marketing Operations Coordinator at Squaremouth

Marketing Operations Specialist

The Marketing Operations Specialist plays a critical execution role on HUB International's Marketing Operations team, supporting a 110-person marketing organization. This position splits its focus equally between Workfront platform administration and cross-functional operations support, providing the day-to-day infrastructure that keeps marketing programs running smoothly.

This is an execution-focused role well-suited to someone who is detail-oriented, systems-minded, and comfortable working across multiple workstreams simultaneously. The ideal candidate is organized, proactive, and brings a genuine interest in how marketing teams operate and scale.

Key Responsibilities

Project Management Administration

• Manage user provisioning, deactivation, profile maintenance, and license assignments
• Build and maintain project templates, request queues, intake forms, and approval workflows
• Create and distribute reports and dashboards for marketing leadership
• Own intake form configuration and updates as team needs evolve
• Conduct ongoing data hygiene monitoring, including incomplete tasks, missing planned hours, and stale projects
• Troubleshoot platform issues, coordinate with vendor support when needed, and escalate appropriately
• Support vendor onboarding and offboarding processes within the platform
• Serve as the first point of contact for team member questions about Workfront functionality, providing guidance and lightweight training as needed

Marketing Operations Support

• Maintain working documents, action logs, and status trackers across key programs
• Support calendar coordination and meeting logistics for recurring programs, including Marketing Leadership Team meetings, the Marketing/Sales Enablement biweekly, and the AI task force
• Take notes and draft recap documents for working sessions, including campaign architecture meetings and cross-functional planning sessions
• Maintain and update onboarding and offboarding documentation, ensuring materials stay current as processes evolve
• Support SharePoint and Confluence content updates and page maintenance in partnership with the Operations team
• Conduct research to support active workstreams, including vendor evaluations, tool comparisons, and process benchmarking
• Apply AI-powered tools to streamline operational workflows, support process and content documentation, and accelerate cross-functional execution across marketing programs

Qualifications

Required

• 2+ years of experience in a marketing operations, project management, or marketing coordinator role
• Bachelor's degree in marketing, business, or similar field
• Hands-on experience with a work management platform (Workfront, Asana, Monday.com, or similar); Workfront experience strongly preferred
• Strong organizational skills with the ability to manage multiple concurrent workstreams with accuracy and follow-through
• Proficiency in Microsoft 365, including SharePoint, Teams, Excel, and PowerPoint
• Clear written communication skills; able to draft recaps, documentation, and correspondence independently
• Comfortable working in a fast-moving environment with shifting priorities

Preferred

• Workfront system administrator certification or equivalent hands-on admin experience
• Familiarity with Confluence or other knowledge management platforms
• Experience supporting a large marketing or cross-functional team (50+ people)
• Exposure to AI productivity tools and interest in applying them in a professional context
• Experience with reporting and data hygiene in a project management or marketing operations environment

Join our team at HUB International, where you will be part of a community of learners and doers focused on our Core Values: entrepreneurship, teamwork, integrity, accountability, and service.