Operations & Systems Manager

About Theorem Media

Theorem Media distributes the independent films that matter — films that change how people see the world and, in some cases, change policy and public conversation. Our current slate includes Ask E. Jean, which had its theatrical premiere in May 2026 to real critical attention.

We're a small, fast-moving team, which means the work is real from day one. No busywork, no waiting years to touch something that matters. You'll see your ideas become the campaign, not sit in a deck. We work closely together, we move quickly, and we care about doing the work well rather than just doing a lot of it. If you want a job where you can point to specific films and specific campaigns and say 'we built that,' this is that kind of place.

This is a fast-paced environment, and it suits someone comfortable with ambiguity who thrives when priorities shift. We test an approach, evaluate the results, and adjust course as a team rather than in isolation. We move quickly during work hours and protect personal time outside of them.

We hire people who are great at what they do and good to the people they do it with. If you love this kind of work and show up that way for your team, you'll fit here.

The experience expected from applicants, as well as additional skills and qualifications needed for this job are listed below.

The role

Beyond theaters, Theorem builds community, educational and virtual audiences for its films through partnerships with nonprofits, schools, universities, faith groups, civic organizations and companies that host screenings, rent a film or help spread it. There is no standard playbook for this kind of distribution anymore, so we build our own and improve it with every release.

The Operations & Systems Manager owns the engine behind that work: the database, the sending operation, the web pages, and the data flowing between all of them. You decide how data is structured, how outreach runs, and how it stays clean, compliant and mostly hands-off.

Roughly half the job is architect and operator: you design schema and automation, test it before the team touches it, document it, and are the first call when anything systems-related breaks on any film. The other half is audience builder: you turn a film's themes into segmented, tiered lists, write the sequences and send them. When the two compete, the systems come first, because every campaign runs on them.

You will inherit a rebuilt, multi-film system and extend it to every new release and to new programs and initiatives. You make day-to-day calls on schema, automation and sending, bring data-model changes to the VP for approval, and keep Partnerships, Programming and Social supplied with clean lists, working pages and clear reporting.

What you will do

Own the data infrastructure 

• Own Theorem's database infrastructure: structure, data integrity, and ongoing decisions about what needs to change as we scale.
• Enforce data-handling rules, including deduplication, suppression and opt-outs.
• Own related SOPs and outreach data-handling protocols, privacy notices and form disclosures, CAN-SPAM compliance, and credential hygiene.
• Own technical integrations, including schema and automation design, web forms, light JavaScript and webhooks, and evaluate them for cost and maintainability.

Run outreach operations 

• Run the sending engine for per-film sequences.
• Ramp new mailboxes safely and gate volume increases on reply rate, bounce rate, spam complaints and Postmaster health.
• Run list hygiene: verification, enrichment, bounce cleanup and deduplication for every import.

Build the audience and partnership structure for each film

• Create a repeatable process for each project.
• Prospect for audiences and organizations.
• Draft email outreach copy.
• Track outreach source channels.

Build web intake, automation and tracking

• Build and host partner and event sign-up pages.
• Build and monitor database automations, scripts, and interfaces that support intake, follow-up, and team workflows.
• Monitor for silent failures and debug related issues.
• Own click and conversion tracking.

Report, document and enable the team

• Produce regular campaign reporting for leadership: contacts reached, replies, hosts started, bookings by segment and film, who stalled and what to follow up on.
• Diagnose underperforming campaigns (deliverability, targeting, sequence structure, copy) and recommend fixes.
• Maintain runbooks, schema descriptions, build checklists and related documents.
• Brief the VP on decisions that need approval and escalate pricing or policy deviations to the VP and CEO.

What success looks like

• Each new release goes from signed to outreach-ready, without rebuilding anything.
• Partner relationships, bookings, and screenings grow from one film to the next. 
• We build a release engine that any future film can plug into and find its audience. 
• Outreach stays compliant and deliverable: no one is emailed after opting out, and sender reputation stays healthy.
• The team can find all of the information they need in a maintained single source of truth.

Systems you will work in

Airtable, , Netlify, ZeroBounce and web forms, Kinema, and Claude and other AI tools.

Qualifications

Required

• 3+ years in systems operations, marketing operations, audience development, CRM, or outreach systems, ideally for a nonprofit, film or mission-driven organization.
• Deep hands-on Airtable experience (or a comparable relational tool): schema design, linked records and junction tables, formulas, automations, interfaces and forms, plus light JavaScript for scripts and webhooks.
• Hands-on experience running outreach in tools like , Salesloft, HubSpot sequences or similar: sequences, list imports, bounce and suppression management.
• Working knowledge of email deliverability and consent: domain warmup, SPF/DKIM/DMARC, bounce and complaint thresholds, CAN-SPAM and opt-out handling.
• Strong data-hygiene instincts at scale: CSV cleanup, verification, controlled vocabularies, and knowing when to flag instead of guess.
• Clear, warm writing, with the judgment to keep automated outreach sounding like a real person.
• Clear documentation, and the ability to explain trade-offs to non-technical leadership.

Preferred

• Light web skills: editing HTML, deploying websites, building forms, API; familiarity with Google Apps Script and email verification tools.
• Experience directing AI tools to build and test systems, and verifying the results rather than trusting them.

Added Bonus:

• Impact or documentary distribution experience: community screenings, educational licensing, partner campaigns or cultural-sector audience building.

You are likely a fit if you like owning a system end to end, can explain a schema decision to a non-technical executive, and would rather document a decision than rely on memory.

Position details

• Organization: Theorem Media Inc.
• Reports to: Vice President and General Manager
• Employment type and hours: 1099; Contract (1099), paid monthly. Flexible hours. 20-30 hrs/wk
• Location: Remote Position. US-only applicants. Theorem is located at Westport, CT
• Compensation: Temporary to permanent contract work built around $50-90k range depending on scope and commitment.
• To apply:

Theorem Media is an equal opportunity employer. xhyhwjd We welcome applicants of all backgrounds and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status or any other protected characteristic.