Creative Operations Manager

XPRIZE Foundation•, (Multiple States)

2d•Remote

About The Position

The Creative Operations Manager is the central point of coordination for XPRIZE Marketing’s production pipeline. This role functions as air traffic control: capturing incoming work, routing it to the right owners, tracking it through delivery, and keeping platforms clean, current, and reliable. The ideal candidate brings real experience from a high-output agency environment, trafficking deliverables and scheduling resources across multiple workstreams simultaneously. They're technically comfortable with platforms like Airtable and digital asset management tools, but what sets them apart is their ability to operate at tempo. They've worked in fast-moving, multi-stakeholder production environments and they thrive in that pace. This isn't an on-the-job training role. This is someone who already knows how to keep a pipeline moving, communicate across departments, and give leadership clear visibility into what's on track and what's at risk. A core pillar of this role is project management discipline across complex, multi-stakeholder work. Tracking milestones, dependencies, and long-range initiatives with enough flexibility to adapt as priorities evolve, while keeping work visible and moving through the system.

Requirements

7 to 9 years in a role that blends project coordination, trafficking workflow operations, and cross-team communication. Examples include creative operations manager, traffic coordinator, content operations, or production coordinator.
Project management experience supporting complex, multi-stakeholder initiatives. Comfortable tracking milestones, dependencies, and timelines across long-range work while adapting to change.
Hands-on familiarity with project management and workflow platforms like Airtable. Experience building forms, views, dashboards, and maintaining data integrity to keep work trackable and reporting reliable.
Familiarity with digital asset management platforms and the principles behind them: taxonomy, metadata, naming conventions, versioning, and findability.
Exposure to or comfort working alongside creative production, video production, and post-production workflows. Enough fluency to keep files, statuses, and stakeholders aligned, even if not hands-on in the tools.
Extremely organized, detail-oriented, and consistent. Able to keep systems clean while operating at speed.
Clear, proactive communicator who can work across creatives, producers, marketers, vendors, and technical stakeholders.
Comfortable navigating ambiguity. Able to take a loose problem and turn it into a trackable system with accountable owners.

Nice To Haves

Project Management Fundamentals: milestones, dependencies, long-range tracking, flexibility under change
Platform Fluency: Airtable preferred, plus comfort with DAM and MAM platforms
Workflow Operations: forms, views, dashboards, data integrity
Intake Management: request logging, routing, follow-through
Cross-Team Communication and Stakeholder Service
File Organization, Naming Standards, and Version Control
Pipeline Visibility, Reporting, and Risk Flagging
Process Documentation and Light Training
Vendor and Freelancer Onboarding into Tools and Standards

Responsibilities

Own the input of all deliverables into the tracking system, working within approved campaigns to assign deadlines, coordinate resourcing, and engage external vendors as needed.
Capture incoming marketing and production requests, ensuring they are logged with complete information and routed to the appropriate owners across all Marketing disciplines.
Capture and track campaign and ad hoc asset requests across both long-term initiatives and short-term needs, ensuring nothing falls through the cracks.
Track status across active workstreams, flag risks early, and ensure follow-through from intake to delivery and archive.
Monitor schedules, deliverables, and timelines across active workstreams, keeping production on track and flagging slippage early.
Support weekly status/production meetings and reporting, providing concise visibility into what's in motion, what's blocked, and what's at risk.
Maintain milestone visibility across active initiatives. Track dependencies, flag timeline impacts when priorities shift, and surface schedule risks before they become problems.
Communicate regularly with key stakeholders to keep them informed on progress, upcoming milestones, and potential risks.
Manage and maintain the operational systems that track work and store assets, ensuring teams can rely on accurate and current information.
Ensure data integrity across fields, statuses, naming conventions, and handoff requirements so reporting and tracking stay reliable.
Support onboarding for new users, including staff, freelancers, and vendors, into systems, standards, and best practices.
Maintain folder structures, naming conventions, version control practices, and storage standards for creative work and final deliverables.
Guide stakeholders toward correct approved versions through consistent standards and platform usage, reducing duplication and rework.
Support ongoing improvements to digital asset management practices in coordination with Creative Operations, Marketing, and IT as needed.