Marketing Creative Project Manager

REPORTS TO: Director of Sales and Advertising STATUS: Full-time, Exempt The Marketing Creative Project Manager is the operational hub of Lyric's Marketing department, ensuring all creative work moves from request to delivery with clarity, accountability, and brand consistency. This role owns the systems, tools, and processes that keep the creative team running efficiently—serving as Asana superuser, Ziflow administrator, and the primary project management resource for both internal departments and external partners. The role also leads the execution of Lyric's direct mail campaigns and subscription ticket mailings from scoping through final delivery. Duties and Responsibilities Systems Ownership & Creative Operations Serve as Asana superuser and primary administrator: build and maintain project templates, manage team workspaces, generate reports, and drive adoption and best practices across the Marketing department and organization. Serve as Ziflow superuser: configure and manage proofing workflows, user access, and review cycles to ensure efficient feedback and approval processes. Maintain a comprehensive, integrated creative calendar tracking all active projects, key milestones, and delivery deadlines for all stakeholders. Develop, document, and continuously improve creative intake workflows, project templates, and operational processes. Lead departmental training on Asana, Ziflow, and project management processes; onboard new team members and stakeholders as needed. Manage the digital archive of final PDF and source design files for Marketing and other departments, including work from external designers, ensuring organized, accessible, and consistently maintained records. Oversee company stationery and branded supply inventory (folders, letterhead, etc.); maintain up-to-date vendor information in Launchpad for team self-service ordering. Accountable to the Creative Director, Brand and Design with regular check‑ins to ensure workflows and alignment in priorities. Creative Project Management – Partner & Internal Requests Manage the full project lifecycle for all creative service requests from internal departments and external partners, from intake through final file release. Collect and prepare structured project briefs; establish scope, resources, and timelines at project kickoff. Set up and maintain project timelines in Asana; assign tasks and communicate schedules to design team members and requesting partners. Manage the distribution and tracking of proofs and review rounds; consolidate feedback and prepare clear edit direction for the design team. Coordinate quotes for outsourced production needs; manage vendor communications, file release, and invoice trafficking and documentation. Serve as the ongoing point of contact for active projects, fielding questions and providing regular status updates to all stakeholders. Collaborate with external designers as needed, ensuring consistent processes and brand standards are applied across all projects. Direct Mail Campaign Execution Serve as project manager and primary point of contact for Lyric's seasonal direct mail campaigns and subscription ticket mailings (including digital‑averse audience segments). Manage all phases of campaign execution including production timelines, print delivery schedules, postage requests, and postal requirements. Solicit competitive quotes from printers, mail houses, and data services vendors; support leadership in vendor selection and contract award. Coordinate mailing list preparation and variable data printing in collaboration with IT, Ticketing, and Marketing teams; manage release of all data files. Track campaign budgets; flag variances and ensure all projects are delivered within approved spending. Manage proofing and ensure all requested edits are incorporated prior to file release and print authorization. Oversee the production and delivery of Lyric Opera program books, including coordination of inserts and accessible format requirements. Cross‑Departmental Collaboration & Stakeholder Liaison Act as the Marketing department's project management liaison for Development, Special Events, Lyric Unlimited, Production & Casting, and other internal teams. Coordinate creative deliverables across departments, ensuring consistency in branding, messaging, and timelines. Schedule and facilitate recurring meetings including Design Request/Review, All‑Marketing Bi‑Weekly, and Campaign Check‑Ins; prepare and distribute agendas and notes. Lead campaign close‑out processes: compile results, document learnings, and prepare share‑outs for the broader Marketing team. Facilitate retrospective reviews and post‑launch process improvement cycles. Quality Control & Final Approvals Own the proofing and final approval process for all creative deliverables, ensuring accuracy, brand alignment, and incorporation of all requested changes before files go to print or publication. Coordinate institutional review needs for house programs, inserts, and accessible formats, managing internal timelines against publisher and vendor deadlines. As the business evolves, so may this role; these duties may change as Lyric's leadership identifies the need. Knowledge and Skills Bachelor's degree in Marketing, Communications, Business, or a related field, or equivalent professional experience. 4+ years of project management experience in a marketing, creative, production, or events environment. PMP certification is desirable. Technical Skills Proficiency in Asana (or comparable project management platform) required; superuser‑level experience strongly preferred. Knowledge of Ziflow or comparable online proofing tool a plus. Proficiency in Microsoft Office Suite and Google Workspace. Working knowledge of print production processes, direct mail execution, and variable data printing. Core Competencies Exceptional organizational and time management skills; able to manage multiple concurrent projects with competing deadlines. Strong written and verbal communication skills; skilled at setting expectations, consolidating feedback, and keeping stakeholders informed. High attention to detail with a proactive approach to quality control and error prevention. Collaborative and diplomatic; comfortable working across departments and with external vendors and partners. Self‑directed, with the ability to identify process gaps and implement practical solutions. Familiarity with nonprofit and/or performing arts organizations is a plus. Work Conditions Ability to occasionally oversee evening or weekend functions or performances. Sitting for extended periods of time. Ability to operate a computer keyboard, mouse, and to handle other office equipment. Ability to lift boxes and production materials. Compensation Job Classification: Full‑time, Exempt Salary Range: $55,000–$62,000 annually Benefits Lyric Opera offers benefits including health, dental, vision, 403B (no company match), 401(k) with company match, PTO (including sick, vacation, and personal days, and holidays), life/AD&D coverage, opportunities for professional development, and complimentary tickets. Equal Employment Opportunity Lyric Opera of Chicago is committed to fostering a diverse, inclusive, and equitable workplace and is proud to be an equal opportunity employer. We prohibit discrimination and harassment of any kind based on race, color, national origin, sex, gender identity, gender expression, sexual orientation, religion, age, disability, genetic information, pregnancy, parental status, socio‑economic status, veteran status, or any other status protected by applicable federal, state, or local laws. We strongly encourage individuals of all backgrounds to apply. #J-18808-Ljbffr Socket