Marketing Operations Systems Specialist

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Job Summary:

Job responsibilities:

Asana System Administration (Core Responsibility)

• Own the overall governance, architecture, and long-term roadmap of Asana across Marketing & Creative Operations.
• Translate departmental strategy into scalable workflows, standardized intake processes, and sustainable system design.
• Drive innovation within Asana by identifying and implementing automation enhancements, AI-enabled efficiencies, and intelligent workflow improvements.
• Establish and enforce governance standards for form logic, field usage, naming conventions, and project structure across regions.
• Audit system health regularly, ensuring accuracy, consistency, and alignment across all regional projects.
• Track adoption, usage trends, and compliance with established workflows; recommend improvements where gaps exist.
• Identify and escalate deviations from governance standards or system inconsistencies prior to implementation.
• Design and maintain complex branching request forms aligned to standardized regional governance.
• Manage custom field architecture and field lifecycle across all projects.
• Build, maintain, and QA automations, rules, and workflow logic.
• Ensure all system updates, forms, and automations are fully QA’d and production-ready prior to rollout.
• Lead quarterly Asana Admin meetings, prepare agendas, and drive continuous improvement discussions.
• Train and support regional Asana Admins on governance standards and system updates.
• Own internal documentation for workflows, system changes, and configuration standards.
• Implement approved system updates across regions and ensure consistency in execution.

Canva (Creative Technology Support)

• Support the administration and ongoing optimization of Canva Enterprise in alignment with established Creative and Brand governance.
• Maintain user access, team structures, permissions, folders, and platform configurations based on approved standards.
• Support the development and maintenance of governed templates, Brand Kits, and reusable content libraries in partnership with Creative and Brand stakeholders.
• Help implement and maintain approval workflows that enable teams to customize approved materials while preserving brand standards.
• Monitor platform adoption and usage, identifying opportunities to improve usability, consistency, and operational efficiency.
• Support onboarding, documentation, and user guidance for Marketing, Creative, and other approved Canva user groups.
• Assist with testing and implementation of Canva integrations, including connections with Asana, DAM platforms, and other marketing systems.
• Stay informed on Canva product enhancements, AI capabilities, and automation opportunities; recommend improvements that align with approved business and governance needs.

Marketing Technology Ecosystem Support

• Provide operational support and process alignment across adjacent marketing systems (e.g., Adobe, HubSpot, Hootsuite) as business needs evolve.
• Identify opportunities to improve integration, workflow consistency, and automation between core systems and other business platforms.
• Support future expansion of governance and automation practices across the broader martech stack.

Job qualifications:

Education

• Bachelor’s Degree in Marketing, Business, Communications, or related field preferred.
• Equivalent combination of education and relevant work experience will be considered.

Work Experience

• 3–5 years of hands-on experience in Marketing Operations, Marketing Technology, or Systems Administration within a multi-team or multi-regional environment.

• Demonstrated experience administering Asana (or similar enterprise project management platform).
• Experience supporting Canva in partnership with Creative/Brand teams, including template governance, approval workflows, or platform administration
• Familiarity with additional marketing and creative platforms (e.g., Adobe, HubSpot, Hootsuite) and their role within a broader marketing technology ecosystem preferred.
• Experience implementing process standardization across teams or regions.

Skills

• Advanced systems-thinking ability, with demonstrated experience designing scalable workflows, identifying structural inconsistencies, and standardizing architecture across regions.
• Ability to translate strategic direction into executable system configurations, ensuring alignment between business objectives and operational design.
• Strong governance mindset, with experience establishing and enforcing naming conventions, field standards, configuration best practices, and system-wide compliance.
• Demonstrated ability to proactively identify structural gaps and recommend system improvements before issues escalate.
• Experience leveraging AI tools and intelligent automation to improve operational efficiency and reduce manual processes within marketing systems.
• Hands-on experience building and maintaining complex branching forms, custom field architecture, automation rules, and workflow logic within a project management platform (Asana preferred).
• Strong analytical skills, with the ability to monitor adoption, interpret usage trends, identify gaps, and recommend data-driven improvements.
• High level of QA discipline, consistently delivering fully validated, production-ready system updates with sustained focus and attention to detail.
• Experience documenting workflows, governance standards, and system changes in a clear, structured format.
• Strong written communication skills to support internal documentation, rollout messaging, and cross-functional alignment.
• Proficiency in Microsoft 365 (Excel, Word, Outlook, PowerPoint) with strong reporting and documentation capabilities.

Competencies:

• Systems Thinking: Understands how workflows connect and impact downstream teams; proactively identifies inconsistencies.
• Execution Discipline: Delivers polished, fully QA’d work with minimal oversight.
• Governance & Accountability: Maintains standards and ensures alignment across regions.
• Process Orientation: Prefers structure, documentation, and scalable logic over ad hoc solutions.
• Focused Attention: Demonstrates sustained attention to detail and avoids preventable errors.
• Collaboration: Works effectively with regional admins and stakeholders while upholding approved standards.
• Proactive Ownership: Anticipates system needs, flags inconsistencies early, and takes initiative in addressing operational gaps.

Continuous Improvement Mindset:

Proactively evaluates existing workflows and tools, identifying opportunities to enhance efficiency, integration, and scalability across the marketing technology ecosystem.

Physical demands:

The demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Employee must have the ability to sit and/or stand at a desk for a minimum of 8 hours a day and complete tasks requiring repetitive use of hands.
• The employee must have the ability to lift and move items up to 15 pounds.  Employee must have the ability to see written documents, computer screens and to adjust focus.
• This job is performed in a temperature-controlled office environment.

The Targeted Compensation Range for this California position is:
Min: $90,000
Max: $107,000
Bonus eligible, subject to the terms and conditions of the applicable incentive plan.
Comprehensive Benefits package offerings, which includes:
• Multiple Medical, Dental, and Vision Plans to choose from
• Health Care Spending Accounts (HSA and FSA Options)
• Medicare Assistance
• Dependent Care Flexible Spending Account
• Optional Short Term and Long Term Disability Plans
• Company Paid Employee Life and AD&D Insurance
• Supplemental Life and AD&D Insurance (Employee/Spouse/Child)
• Voluntary Benefits: Critical Illness, Accident, Identity Theft Protection, Legal Assistance, and Pet Insurance
• Pre-Tax Commuter Spending Account
• Employee Assistance Program (EAP)
• 401(k) Savings Plan with company match
• Paid Time Off (Accrued Vacation and Sick Plans)
• Free Digital Gym Membership and Discounted Memberships
• Professional Development Opportunities
• Employee Resource Groups

Ultimate compensation will be based on several factors, including relevant experience, skills, scope and responsibility of the position, as well as pursuant to salary market benchmarks. This salary range is a good-faith estimate of the salary for this position.

EEOC statement
As an equal opportunity workplace, we believe that being your authentic self enables us to deliver innovative advertising solutions while enhancing our communities. Our goal is to foster an inclusive environment where we celebrate you as you are, and value your growth and passion.

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The Company is an equal opportunity employer and will not tolerate discrimination in employment on the basis of race, color, age, sex, sexual orientation, gender identity or expression, religion, disability, ethnicity, national origin, marital status, protected veteran status, genetic information, or any other legally protected classification or status.

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Current employees and contingent workers click here to apply and search by the Job Posting Title.