Senior Marketing Operations Manager

Job Title: Senior Marketing Operations Manager

Department: Marketing

Reports To: Vice President of Marketing & Strategic Partnerships

FLSA Status: Exempt

Employment Type: Full-Time | W-2 Employee

Location: Remote (U.S.-Based) | Salem, OH Headquarters

Compensation: $85,000 – $100,000 / Year

Position Overview

Xterra Health is a fast-moving, mission-driven organization dedicated to empowering veterans through transparent access to the care, benefits, and support they've earned. The marketing function is growing and the operational layer behind it needs to grow with it. Campaigns run, content goes out, agencies deliver, contractors execute, but the coordination, tracking, follow-through, and interdepartmental communication all need someone who owns them.

This is not an assistant role. The Senior Marketing Operations Manager is the connective tissue between the VP of Marketing and the rest of the organization. You will manage vendors, track deliverables, run cross-functional coordination, build internal workflow infrastructure, and make sure nothing falls through the cracks so that marketing leadership can stay focused on strategy and output.

The intent is that this position grows into a Director of Marketing Operations as the department matures and performance warrants it.

If you need a fully documented playbook before you can operate, this is probably not the right position for you. If you are the kind of person who builds the playbook, keep reading.

Key Responsibilities

Operational Infrastructure & Cross-Functional Coordination

• Own the operational layer of marketing: workflows, SOPs, process documentation, and internal accountability systems
• Serve as the primary coordination point between marketing and other departments, including Operations, Finance, and HR
• Manage the marketing department calendar, project timelines, and deliverable tracking
• Ensure nothing falls through the cracks between strategy and execution

Vendor & Contractor Management

• Manage day-to-day relationships with marketing agencies, freelancers, and production vendors
• Track deliverables, review work product, process invoices, and manage approval workflows
• Serve as the operational point of contact when the VP of Marketing is focused on strategy and leadership commitments
• Flag performance issues or scope drift early without needing to be asked

Executive Support & Reporting

• Prepare decks, briefing documents, reports, and meeting materials for internal and external use
• Maintain budget tracking for the marketing department; flag variances proactively
• Support the VP of Marketing in executing against the marketing roadmap, including tracking open items and priorities
• Assist with executive-facing and cross-functional reporting as the function scales

Marketing Tools & Technology

• Integrate with the marketing tech stack in coordination with internal and external stakeholders, including CRM, scheduling platforms, paid ad dashboards, and related tools
• Ensure platform access is managed and integrations are functioning
• Identify gaps and escalate or resolve them before they affect output

Events, Sponsorships & Special Projects

• Support event coordination and sponsorship logistics as Xterra's external marketing footprint grows
• Manage special projects as assigned by the VP of Marketing; this role is built for versatility

Qualifications

Required

• 5+ years in a marketing operations, marketing coordinator, or project management role embedded in a marketing function, including time in a senior or lead capacity
• Demonstrated experience across multiple marketing channels: content, performance, social, and events, with enough breadth to give direction and track output across all of them, and a working understanding of how a full marketing funnel moves an audience from awareness to trust to conversion
• Strong project management instincts: you close loops, follow up, and do not let priorities age
• Excellent written and verbal communication; comfortable interfacing with senior leadership and external partners
• Proficiency with marketing tools and platforms: CRM, scheduling tools, and paid media dashboards
• High degree of professional judgment: this role carries access to confidential budget, personnel, and strategic information
• Self-directed: comfortable operating in ambiguity and building structure where none currently exists

Preferred

• Experience at a veteran-facing organization, in the military/government services space, or with military-connected audiences
• Military service or personal connection to the veteran community
• Event management, sponsorship coordination, or experiential marketing background
• Experience at a startup or high-growth company where you wore multiple hats
• Familiarity with GoHighLevel (GHL) or similar CRM/marketing automation platforms

Core Competencies

• Marketing Operations & Workflow Design
• Vendor & Agency Relationship Management
• Cross-Functional Coordination
• Project & Timeline Management
• Executive Communication & Briefing
• Marketing Technology Administration
• Budget Tracking & Financial Coordination
• Builder Mentality: Infrastructure Before Scale

What the First Year Looks Like

Months 1-3: Orient and establish. Get into the rhythm of marketing operations alongside the VP of Marketing. Understand the vendor landscape, the active campaigns, the tools, and the open projects. Begin building the coordination infrastructure.

Months 4-6: Take ownership. The operational layer of marketing should now run through you. Vendors know you. Deliverables are tracked. Workflows exist. The VP of Marketing is spending more time on strategy and less time on logistics because you have the rest covered.

Months 7-12: Build for what's coming. As the marketing team grows, you are the person who makes sure those hires land in an environment set up for them to succeed. That means documentation, onboarding, tooling, and operational readiness built before the need is urgent.

Beyond Year One: Title, scope, and compensation reviewed based on demonstrated performance and the pace of organizational growth. The Director of Marketing Operations role is the natural destination for the right person in this seat. It will not be handed over; it will be earned.

Compensation & Benefits

• Base salary: $85,000 - $100,000, commensurate with experience
• Medical, Dental & Vision: Eligible the first of the month following 30 days; Xterra Health covers 75% of employee premiums
• Unlimited PTO
• 401(k): 100% employer match up to 4% of eligible compensation; immediate vesting; enrollment the first of the month following 90 days
• Remote position; home office support provided

Xterra Health is committed to supporting veterans through every step of their claims process. We build teams that reflect that mission.