Content Operations Specialist

Job Summary:

The Content Operations Specialist plays an important role in supporting the Content team within the Marketing department. This position is responsible for managing key operational processes, coordinating workflows, supporting webinar logistics, facilitating employee onboarding activities, overseeing vendor relationships, and helping ensure requests move efficiently through the team's project management systems.

This is not a traditional marketing role. While experience working with marketing teams is helpful, success in this position is driven more by operational excellence, workflow management, organization, problem-solving, and process improvement than by marketing expertise.

The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment. They are naturally curious, process-minded, and able to work independently with minimal direction. In addition to managing day-to-day responsibilities, this individual should be able to identify workflow inefficiencies, recommend practical improvements, and leverage technology and AI tools to help the team work more effectively. Success in this role requires strong communication skills, sound judgment, attention to detail, and a commitment to delivering excellent service to internal stakeholders.

Essential Job Functions for this role include:

Workflow & Project Operations

• Manage incoming project requests and workflows through Monday.com.
• Ensure projects are accurately entered, assigned, prioritized, and tracked through completion.
• Monitor project progress and communicate with stakeholders to help keep work moving efficiently.
• Coordinate marketing-related activities associated with office relocations, openings, and closures, including client communications, website updates, project timelines, and stakeholder coordination.
• Identify opportunities to improve workflow visibility, streamline processes, and automate manual tasks.
• Leverage AI and technology tools to improve efficiency, consistency, and productivity across the Content team.
• Support operational initiatives and special projects as needed.

Webinar Coordination

• Coordinate logistics for client and prospect webinars, including scheduling, registration management, rehearsal support, event execution, and reporting.
• Partner with internal stakeholders and presenters to ensure a consistent and professional webinar experience.
• Recommend practical improvements to webinar processes, templates, and workflows to increase efficiency and scalability.
• Track webinar metrics and assist with post-event reporting and follow-up activities.

Vendor & Program Management

• Serve as the primary point of contact for designated marketing vendors, including the firm's print-on-demand partner.
• Manage communications and day-to-day coordination with vendors to ensure projects and requests are completed accurately and on time.
• Coordinate employee information updates and program administration activities.
• Identify opportunities to simplify vendor-related processes, improve communication, and enhance the overall user experience.
• Maintain documentation and support continuous improvement of vendor workflows.

Employee Onboarding & Support

• Facilitate marketing onboarding activities for new employees, including training and resource coordination.
• Manage employee bio, headshot, credential, and profile updates.
• Coordinate user access requests and support requests related to marketing technologies.
• Assist with employee onboarding and offboarding activities.
• Identify opportunities to improve onboarding resources, documentation, and processes.

Department Support

• Manage shared marketing inboxes and ensure requests are addressed in a timely manner.
• Support ticket intake and routing processes.
• Maintain process documentation and team resources.
• Provide operational support for various Content team initiatives and projects.

Knowledge, Skills, and Abilities:

• 3-4 years of experience in operations, project coordination, workflow management, administrative support, or a related role.
• Experience managing multiple priorities in a fast-paced environment.
• Experience supporting multiple stakeholders and managing a high volume of requests.
• Experience with Monday.com or similar work management platforms preferred.
• Familiarity with AI productivity tools such as Microsoft Copilot, Claude, or similar technologies.
• Strong organizational skills with exceptional attention to detail.
• Ability to work independently, exercise sound judgment, and manage responsibilities with minimal oversight.
• Demonstrated ability to identify workflow inefficiencies and recommend practical process improvements.
• Strong problem-solving and prioritization skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Ability to quickly learn new systems, technologies, and processes.
• Naturally curious, adaptable, and eager to find more efficient ways of working.
• Collaborative and service-oriented, with a focus on supporting team success.

Work Schedule:

This professional role requires availability during standard business hours of Monday through Friday from 8AM to 5PM.  At times, the role may have early or late hours to meet business tasks and deadlines for external and internal client needs.    

All roles classified as a non-exempt are required to record working time into the timekeeping system daily at the start and end of each workday plus a 30-minute unpaid lunch period.

Working Conditions:

This position may be in a professional office environment or a dedicated home office workspace which is free of interruptions.  Whether position is in a dedicated office space or home office workspace, basic technology needs will be provided to satisfy position requirements.  Routinely sitting and standing for periods of time. No heavy lifting over 10 lbs.