Marketing Project / Operations Specialist

Definity Insurance Company • Toronto, ON

46d • Hybrid

About The Position

Reporting to the Operations Manager within our Integrated Marketing & Communication (IMC) team, the Marketing Project / Operations Specialist contributes to operations initiatives and delivers on process and efficiency reporting requirements across the IMC team. 

The successful candidate brings a mix of process focus, analytical expertise, project management expertise, and strong people skills to this role. They understand business priorities and will support the Operations Manager in aligning team capacity to requirements and deliverables.

This role has a meaningful impact on IMC efficiency and performance, and the results we enable in collaboration with business units across the organization.

Operations requirements span the lifecycle of integrated marketing and communication programs. Focus areas include: 

Platform optimization, intake management, project management, and resource assignment 

Continuous improvement and integration of processes, workflows, external vendor partners, and tools/technology including generative and/or agentic AI 

Operational reporting and service level monitoring 

The Marketing Project / Operations Specialist monitors project efficiency, captures operational metrics, and reports on successes and opportunities for improvement.

Requirements

• 5+ years’ experience in marketing operations, project management /program operations, execution reporting and analysis, and/or marketing or communication agency operations 
• Experience with project management platforms that support marketing and communication teams (e.g., Asana, Jira Work Management, or similar), and advanced skills in Excel, PowerPoint, and other Microsoft applications 
• Curiosity, enthusiasm, and experimentation skills for planning and applying automation tools and AI platforms to marketing and communication workflows, analysis, and reporting  
• Experience managing flow and processes for a high volume of marketing and communication projects with varying complexity, stakeholders, and program owners  
• Strong analytical skills and a passion for metrics and key performance indicators, including the ability to articulate them clearly in operations dashboards for executive and client review
• Interest in staying current with marketing, communication, data, and AI trends
• Proactive, pragmatic, communication skills with a person-focused approach, strong decision-making capability, and strong observational skills
• Solid understanding of tools and technology to streamline and enhance marketing and communication operations and capabilities      
• Strong time management, and organizational skills, and a strategic thinker who is always looking for opportunities for continuous improvement and efficiency 
• Excellent verbal and written communication skills, collaboration skills, sound judgment, and well-developed measurement, analytical, and interpersonal skills 
• Ability to remain calm and professional under pressure and perform well in a busy environment
• Strong attention to detail and understands effective business approaches to inspire customer confidence, teamwork, employee accountability and ownership, and flexibility

Responsibilities

• Platform optimization, intake management, project management support, and resource assignment 
• Executes the configuration, maintenance, and optimization of marketing work management platforms such as Asana, Jira Work Management, or similar, ensuring they operate effectively for the IMC team 
• Identifies automation and implements opportunities across campaign workflows and outcomes reporting 
• Works with the Operations Manager on intake, smart triage, and assignment of strategic, complex, or cross-functional integrated marketing and communication initiatives, ensuring alignment to priorities and strategy  
• Contributes to the day-to-day intake for non-complex requests and assigns them to the appropriate individual or team, based on pre-defined criteria  
• Documents prioritization decisions and supports the flow of information across IMC teams and leaders
• Explores and advances requirements and use cases to automate intake, work prioritization, and resourcing through AI platforms and agentic resources
• Continuous improvement 
• Maintains and updates documentation, workflows, processes, and standards, ensuring system-related procedures remain current and easy to follow 
• Recommends enhancements to project kick-off, briefing, and other processes in team workflow  
• Evaluates technology and tool enhancements to strengthen workflow 
• Contributes to initiatives to acquire and integrate technology and tools for the IMC department (e.g., martech, commstech, artificial intelligence, project management software, automation tools, campaign delivery platforms)
• Supports procurement-related processes in alignment with IMC leadership and Enterprise Procurement
• Operational reporting and service level monitoring
• Helps maintain reporting frameworks by ensuring system data structures, fields, and automations remain consistent and reliable  
• Gathers, analyzes, and reports on key operational metrics through AI and manual processes that inform decision‑making and strengthen IMC performance 
• Understands, monitors, and identifies opportunities to improve the partnership effectiveness with internal clients, with a focus on timeliness and quality  
• Delivers team efficiency and effectiveness dashboards and operational insights reports for publishing to IMC and business stakeholders at various levels of the organization  
• Monitors project execution and overall achievement of business goals through delivery of IMC programs and resourcing

Benefits

• Hybrid work schedule for most roles
• Company share ownership program
• Incentive Program - Eligible employees may participate in various incentive plans which are paid out at the discretion of the company and subject to individual and company performance.
• Pension and savings programs, with company-matched RRSP contributions
• Paid volunteer days and company matching on charitable donations
• Educational resources, tuition assistance, and paid time off to study for exams
• Focus on inclusion with employee groups, support for gender affirmation surgery, access to BIPOC counsellors, access to programs for working parents 
• Wellness and recognition programs 
• Discounts on products and services

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 1-10 employees