Full-Time Head of Operations for a Marketing Company

About This Role: As a team responsible for driving patient and exam growth across more than 550 independently managed practices, AEG Vision Marketing has reached a point where we need someone to optimize day-to-day team operations. From project management and marketing request intake to budget coordination, the Marketing Operations Manager will be responsible for serving as the central hub that keeps AEG’s patient growth engine moving. This teammate will serve as the owner and strategic lead of Marketing’s core project management system (Adobe Workfront), ensuring that the system meets the needs of Marketing and cross-functional partners. They will proactively identify opportunities to optimize and automate processes across a highly matrixed team, remove friction where possible, and provide visibility into project and program delivery. The Marketing Operations Manager will also function as the central intake and triage point for marketing requests from the field, many of which feed into the project management system and are delegated to teammates as needed. This will provide exposure to all aspects of the marketing organization and broader company as they help ensure that we deliver on our commitments. This teammate will also be a key partner to Finance/AP in supporting the accounting for a ~ $15M annual marketing budget.

This role is ideal for someone who is proactive, highly detail oriented, data-driven, process-oriented, thrives in cross-functional environments, and takes pride in bringing order, clarity, and follow-through to complex workflows. You will be a go-to resource for both marketing leadership and field teams—recognized for your responsiveness, organization, and resourcefulness in ensuring every request is addressed thoroughly. In this role, you will become familiar with every aspect of the Marketing and Call Center organization and will become an indispensable partner to executive leadership.

Marketing Project & Program Management (System Ownership)

Own the strategy, administration, and evolution of Adobe Workfront, including Workfront Planning and Fusion, ensuring the platform supports current operations and scales for future growth.

Lead the transition from external consultants to internal platform ownership, serving as the trusted SME for all things Workfront.

Proactively identify and implement automation opportunities that reduce manual effort, eliminate bottlenecks, and improve on-time project delivery.

Work to deeply understand the priorities of the Marketing and Call Center leadership team and support the evaluation of new project and program requests against those priorities.

Partner with marketing leadership and teams to improve project timelines for key initiatives, including new doctor onboarding and practice integrations.

Build and maintain awareness of the project, program, and process management systems, and proactively evolve the roadmap to ensure that it continues to meet the organization’s needs as we evolve.

Stay current on platform capabilities and best practices by actively participating in Adobe Workfront user groups, admin sessions, training, and learning forums.

Enable and facilitate adoption and effective use of the platform by developing training materials, leading onboarding for new marketing associates, and serving as a day-to-day resource for questions and optimization.

Establish strong feedback loops with the marketing team and external stakeholders to gather input, prioritize enhancements, and continuously evolve the system to meet changing needs.

Proactively identify, build, and automate reporting that informs teammates, managers, executives, and stakeholders of project/program/task status

Field/Practice Request Intake & Management

Own the marketing team inbox, process of managing request intake, and Tier 2 marketing requests submitted via Zendesk.

Partner with the Universal Help Desk team to: Create, maintain, and improve documentation and training materials.

Enable them, where possible, to solve more Tier 1 requests without escalating marketing.

Triage, route, and follow up on Tier 2 tickets in partnership with the broader marketing team.

Proactively identify issues that may cause business disruption and escalate as needed.

Track ticket SLAs, trends, and recurring issues to drive process improvements and upstream solutions.

Proactively differentiate between support and project requests, and route them through the appropriate request queues.

Budget Reconciliation & AP Partnership

Support marketing leadership in managing a $15M annual marketing budget.

Own administrative updates to budget tracking documents, including: Partner closely with Accounts Payable to: Consolidate vendors post-acquisition.

Meet monthly with AP for month-end review and bi-weekly on vendor consolidation efforts.

Evolve Marketing’s project management system (Workfront) to alleviate key bottlenecks and eliminate basic manual processes.

Strong Workfront project management system adoption across the marketing team.

Improved turnaround times on marketing tickets and intake requests.

Improved help desk SLAs and fewer escalations.

Automation that meaningfully shortens project timelines, onboarding, and integrations.

3–6 years of experience in marketing operations, project and program management, systems administration, or a related operational role.

Hands-on system administrator experience with a project or project management platform (e.g., Adobe Workfront, Asana, Click Up, Jira, Monday.com, Smartsheet, Wrike, etc.)

Experience enabling teams through systems adoption, training, documentation, or process improvement.

Advanced or highly proficient Excel skills, including maintaining trackers, updating actuals vs. planned spend, and reconciling data across sources.

Experience working with a help desk or ticketing system (e.g., Zendesk) is a plus.

able to manage multiple workstreams and keep work moving to closure.

Req Benefits: Benefits: 401(k) with Match, Medical/Dental/Life/STD/LTD, Vision Service Plan, Employee Vision Discount, Program HSA/FSA, PTO, Paid Holidays Benefits applicable to Full Time Employment only