Project Operations Specialist

TalentMinded•, ON

2d•CA$59,000 - CA$66,000•Remote

About The Position

Our client, a non profit organization, is hiring a Project Operations Specialist. Reporting to the Director of Marketing & Communications, as their new Project Operations Specialist, you will play a key part in helping the marketing team plan, organize, and deliver work effectively across a wide range of initiatives and stakeholders. You will bring structure, visibility, and operational consistency to the team through strong project coordination, workflow management, and communication practices, while also supporting marketing reporting and analytics. This is an existing full-time, fully remote opportunity open to candidates across Canada. Why this role? You will help create structure and consistency for a collaborative national marketing team. Your work will improve visibility into priorities, timelines, and workloads, helping projects move forward more efficiently while enabling the team to focus on delivering meaningful campaigns and initiatives. You will have ownership over the operational flow of marketing work, from intake and planning through to execution and reporting. This is an opportunity to influence how work gets done, improve coordination across stakeholders, and strengthen team processes in an environment that values collaboration, accountability, and continuous improvement. How you will make an impact: Marketing project coordination and workflow management. You will coordinate the day-to-day flow of marketing projects, ensuring timelines, deliverables, ownership, and dependencies are clearly established and maintained. You will support project intake, gather information from stakeholders, and provide updates as initiatives progress. Project operations and process improvement. Leveraging a project tool you will own and maintain marketing workflows, including project setup, templates, timelines, task structures, and status tracking. You will continuously identify opportunities to improve visibility, reduce duplication, and strengthen coordination across the team. Stakeholder communication and delivery support. You will help maintain momentum across multiple concurrent initiatives by proactively identifying risks, following up on outstanding items, supporting meeting cadences, and ensuring stakeholders remain aligned on priorities and timelines. Marketing reporting and analytics. You will support the development and maintenance of recurring reports and dashboards, including campaign summaries, month-over-month reporting, year-over-year comparisons, and performance tracking. You will help translate data into clear summaries that support planning and optimization discussions. Operational and administrative support. You will coordinate project meetings, support vendor and translation coordination, and assist with maintaining marketing platforms and tools. You will also stay informed on new tools, AI capabilities, and workflow improvements to enhance team efficiency and collaboration.

Requirements

Experience in marketing coordination, marketing operations, project coordination, agency account management, or a related function where balancing multiple priorities, stakeholders, and timelines was critical to success.
Understanding of how marketing teams operate and enjoy bringing structure and consistency to fast-moving environments.
Highly organized, detail-oriented, and proactive in managing workflows and follow-through.
Ability to keep projects moving, identify risks early, and create clarity across teams without losing sight of deadlines or changing priorities.
Hands-on experience using monday.com or similar project management platforms such as Asana, ClickUp, or Trello.
Comfortable working with marketing reports, dashboards, and data, and can use information to support conversations, prioritization, and decision-making.
Strong communicator who works well across teams and functions.
Ability to build trust through responsiveness, organization, and follow-through.
Comfortable supporting collaborative working relationships across multiple stakeholders.
Comfortable working remotely in an accountable, team-oriented environment where priorities can evolve quickly.
Resourceful, curious, and motivated to improve how work gets done.

Nice To Haves

Experience working within nonprofit or mission-driven organizations is considered an asset.
Bilingualism is also considered an asset.

Responsibilities

Coordinate the day-to-day flow of marketing projects, ensuring timelines, deliverables, ownership, and dependencies are clearly established and maintained.
Support project intake, gather information from stakeholders, and provide updates as initiatives progress.
Own and maintain marketing workflows, including project setup, templates, timelines, task structures, and status tracking.
Continuously identify opportunities to improve visibility, reduce duplication, and strengthen coordination across the team.
Help maintain momentum across multiple concurrent initiatives by proactively identifying risks, following up on outstanding items, supporting meeting cadences, and ensuring stakeholders remain aligned on priorities and timelines.
Support the development and maintenance of recurring reports and dashboards, including campaign summaries, month-over-month reporting, year-over-year comparisons, and performance tracking.
Help translate data into clear summaries that support planning and optimization discussions.
Coordinate project meetings, support vendor and translation coordination, and assist with maintaining marketing platforms and tools.
Stay informed on new tools, AI capabilities, and workflow improvements to enhance team efficiency and collaboration.