Manager, Marketing Operations, The Heinz Endowments

Nonprofit Talent•Pittsburgh, PA

10d•Hybrid

About The Position

The Heinz Endowments is seeking a Manager, Marketing Operations (MMO) to bridge the gap between strategy and daily work within the Marketing & Communications team. This role will provide leadership in project management, campaign planning and execution, channel selection, and analytics. The MMO will ensure the smooth operation of the team by managing project and campaign workflows, marketing technology, measurement, consultant relationships, and recordkeeping. This position reports to the Managing Director, Strategic Marketing & Communications (MDSMC) and will translate strategic priorities into organized execution, ensuring team alignment and accountability. The MMO will oversee the daily coordination, tools, and systems that keep the Marketing & Communications team running smoothly. They will manage project and campaign workflow, marketing technology, measurement, consultant relationships, and recordkeeping. As the team's integrator, the MMO will help translate the Endowments’ strategic priorities into steady, well-organized execution, keeping everyone aligned and accountable to their shared goals.

Requirements

Substantial marketing experience
Strong knowledge of current communications and marketing practices
Strong project management strategies
Demonstrated ability to deliver fast, predictable marketing execution
Proven track record of building clear visibility into marketing performance, ROI and organizational impact for senior stakeholders.
Experience driving high adoption and effective use of marketing technology platforms across cross-functional teams.
Proficient in Microsoft 365 including AI-enabled tools such as Microsoft Copilot and Claude.
Familiarity with web, social and email analytics platforms.
Working knowledge of Canva and general familiarity with design tools such as Adobe Creativity Suite.
Experience with marketing automation tools and CRM systems (Salesforce), and email marketing platforms (e.g., HubSpot, Mailchimp, Constant Contact).
Proficient with project and workflow management tools to manage editorial calendars and cross-functional workstreams (e.g., Asana, Microsoft Planner, Monday.com, Airtable or Smartsheet).
Familiarity with web content management systems (Wordpress) and social media management/scheduling platforms (e.g., Sprout Social, Hootsuite, Meta Business Suite).
Experience with SEO and SEM.
Awareness of best practices for delivering digital content in accordance with accessibility guidelines.
Data visualization and dashboard-building experience (e.g., Power BI, Tableau or Google Looker Studio).
Ability to translate data into trusted, actionable insights that improve organizational decision-making.
A track record of building strong partnerships and credibility with senior leaders across an organization.
Experience managing RFP processes and negotiating vendor/consultant contracts, fees and scope, with sound judgment about what to bring forward for leadership approval.
A collaborative, detail-oriented style with the judgment to balance disciplined process with room for creativity and experimentation.
An unpretentious and engaging communication style, with the ability to lead through influence across a small, close-knit team.

Nice To Haves

Passion for and commitment to the Endowments’ mission and vision and to the health of the nonprofit sector.
Educational background that supports the required skills and competencies.
Knowledge in optimizing web content for generative AI a plus.
People-management experience a plus.

Responsibilities

Plan and coordinate the day-to-day workflow of the Marketing & Communications department by maintaining the editorial calendar, managing project workflows and timelines, tracking campaign progress, and ensuring work is effectively prioritized, resourced, organized, and moving forward across all active priorities.
Serve as the integrator for the team, translating strategic direction into operational execution and keeping the department aligned and accountable to its goals.
Select planning and project management tools and define processes to keep team projects and marketing campaigns on time and goal aligned.
Keep project contributors, staff and consultants alike, on track for agreed-upon deliverables and quality standards, escalating persistent gaps to the MDSMC as needed.
Act as project advisor to staff and consultants across the department by directing assignments, priorities and timelines, and resolving trade-offs when scope or resourcing is at risk.
Keep internal stakeholders informed about the status of departmental projects and campaigns, ensuring transparency of the communications plan and audience targeting.
Modernize workflows, governance, and tools to reduce friction and improve transparency.
Establish operational standards that support both disciplined execution and experimentation.
Support delivery of communication materials for external-facing events, including press briefings and grantee convenings.
Drive the Endowments’ marketing technology vision and roadmap, overseeing deployment, integration, and adoption of platforms supporting planning, distribution, personalization and measurement.
Manage website workflows, integrations, and analytics.
Maintain a close working relationship with internal and external technology partners and providers to ensure systems are reliable, scalable and secure.
Identify and implement opportunities to leverage automation and AI to drive accuracy, efficiency and quality of communications with key audiences and stakeholders.
Champion a modern marketing measurement framework focused on organizational strategy and audience engagement and does not rely solely on activity metrics.
Design and implement an audience segmentation strategy to help the team deliver targeted communications to the right message at the right time to the right people.
Deliver actionable analytics that inform approach, optimize communications standards, and drive continuous learning and improvement.
Establish data integrity and quality control standards for all marketing and communications performance data.
Serve as the primary day-to-day contact for assigned contracted consultants, coordinating assignments, tracking deliverables, monitoring contracts, invoices and expenditures, and escalating scope or quality issues to the MDSMC.
Alongside the MDSMC, lead vendor and consultant selection processes, including developing and managing RFPs, evaluating proposals and negotiating fees, scope and contract terms.
Support the MDSMC in onboarding new consultants, ensuring new team members have access to the Endowments' voice guidelines, brand standards, and communications protocols.
Establish and maintain the department's internal archiving and records governance protocol, defining retention standards, folder and naming conventions, and access standards for all communications assets across staff and consultants.
Oversee the integrity of the department's shared digital infrastructure (SharePoint, shared drives) as the authoritative repository for final approved assets, vendor deliverables and project records.