Marketing Operations Manager

Job Description

Job Description

Location: Bryn Mawr, Pennsylvania             Employment Type: Full-Time, Year-Round

Reports To: Chief Marketing Officer            Department: Marketing, Admissions & Customer Engagement

POSITION OVERVIEW ESF Camps is seeking a highly organized, detail-driven Marketing Operations Manager to keep every part of our marketing on track. This person will coordinate all marketing projects and campaigns across ESF’s brands, own the master calendar, and make sure every deliverable launches on time and error-free. As our HubSpot and marketing systems owner, they will also keep the tools and data behind that work running smoothly. This is a year-round position based at ESF Headquarters.

KEY RESPONSIBILITIES
Project & Campaign Management
• Manage marketing projects and multi-channel campaigns from kickoff through launch and post-campaign evaluation.
• Develop project plans, timelines, briefs, and deliverables, and keep all work on schedule and on budget.
• Coordinate cross-functional teams, agencies, and partners, and manage review and approval processes.
• Ensure launch readiness for all campaigns, promotions, and enrollment initiatives.
• Lead post-campaign debriefs and capture lessons learned for future improvement.

Marketing Calendar & Strategy Execution
• Translate annual and seasonal marketing strategy into actionable plans with clear owners, deadlines, and milestones.
• Own and orchestrate ESF’s master marketing calendar, including campaigns, promotions, email sends, content, partner activations, and enrollment milestones across all brands.
• Coordinate timing across channels and brands to avoid conflicts and maximize impact.
• Run regular status meetings, flag risks early, and keep leadership informed of progress.

HubSpot Ownership & CRM Administration
• Serve as the organization’s primary HubSpot administrator and subject-matter expert across the Marketing, Sales, and Service Hubs.
• Own CRM maintenance, including properties, lifecycle stages, lead status, deal pipelines, lead scoring, lists, and user permissions.
• Build, maintain, and optimize workflows, sequences, forms, and automations that support enrollment, re-enrollment, and family communication.
• Stay current on new HubSpot features and recommend improvements that increase efficiency and effectiveness.
• Manage HubSpot user access, seat allocation, billing, and governance standards.
• Conduct regular database audits, deduplication, and cleanup to maintain a healthy, reliable CRM.
• Manage data imports, exports, and list uploads with rigorous validation after and after every import.
• Ensure data practices comply with privacy regulations, consent requirements, and ESF policies, with particular care for information involving children and families.

Marketing Systems & Technology Management
• Manage the organization’s marketing technology stack, including integrations and maintenance. • Troubleshoot issues and ensure data quality and integrity between systems
• Manage technology renewals, licensing, and associated costs in partnership with the CMO.

Quality Control & Campaign QA
•  Establish and maintain quality control standards and checklists for every campaign, email, workflow, form, and landing page.
• Review all outbound assets for accuracy of content, links, dates, pricing, personalization, segmentation, and branding after launch.
• Test automations and workflows end-to-end to confirm they perform as intended.
• Monitor live campaigns and automations, proactively identifying and correcting errors.
• Lead root-cause analysis when issues occur and implement safeguards to prevent recurrence.

Admissions & Customer Experience Enablement
• Partner with the Admissions team to optimize pipelines, task automation, and follow-up processes in HubSpot.
• Ensure admissions representatives have the tools, data, and training they need to serve families effectively.
• Manage CSAT and NPS survey distribution, data collection, and reporting across camp locations.

Process, Documentation & Training
• Develop and document standard operating procedures for systems, data management, campaign execution, and quality control.
• Train team members on HubSpot, data standards, and marketing operations processes.
• Continuously evaluate and improve workflows to increase efficiency and reduce errors.

REQUIRED QUALIFICATIONS
• Bachelor’s degree in Marketing, Business Administration, Information Systems, or a related discipline.
• 3–5 years of experience in marketing operations, CRM administration, or marketing automation.
• Advanced, hands-on HubSpot administration experience, including workflows, properties, lists, reporting, and integrations.
• Demonstrated experience with data management, database hygiene, imports, and data quality standards.
• Proven project and campaign management experience, with a track record of managing multiple deadlines simultaneously.
• Exceptional attention to detail and a disciplined approach to quality control.
• Strong analytical skills and proficiency with spreadsheets, dashboards, and performance reporting.
• Ability to explain technical concepts clearly to non-technical colleagues.
• Ability to manage competing priorities in a fast-paced, seasonal environment.

PREFERRED QUALIFICATIONS
•  HubSpot certifications (Marketing Hub, Sales Hub, or HubSpot Administrator).
•  Experience in youth programs, education, camps, or other enrollment-driven organizations and/or multi-site businesses
•  Experience managing integrations between CRM, registration, and e-commerce platforms.
•  Familiarity with data privacy regulations and consent management.
• Experience with project management tools such as Asana, monday.com, or similar platforms.

ABOUT ESF CAMPS & EXPERIENCES Founded in 1982, ESF Camps has built a reputation for delivering extraordinary summer experiences that inspire children to discover their potential, develop skills, build confidence, and create lifelong memories. Across more than 12 campus locations in Pennsylvania, New Jersey, Delaware, Maryland, New York, and Connecticut, our day camps, professional sports programs, and pre-college experiences combine exceptional instruction with ESF’s commitment to character development, safety, and customer service. At ESF, we believe that the quality of the camper experience is directly connected to the quality of our people, our preparation, our leadership, and our commitment to continuous improvement.