[Hiring] Marketing Business Operations Manager @UpGuard Inc.

Role Description

We are seeking a Marketing Business Operations Manager to own the marketing budget process end-to-end and act as the operational backbone of the marketing team. This role goes beyond coordination and support; you'll independently design and drive process and systems improvements, own the team's work management platform, and lead change management for new ways of working across marketing.

What will you do?

• Process & Systems Support
  • Own identification of friction points in how work moves between Marketing teams (shared services and squads), and lead the design and rollout of improvements.
  • Own admin-level configuration and governance of the team's work management platform (Asana), including templates, custom fields, rules, and work structure standards.
  • Lead evaluation and implementation of automation and no-code tooling, including AI tools, to scale the team's capacity.
  • Lead change management for new processes and tools across the marketing team, including initiatives driven by leadership, and support the team through transitions.
• Budget Ownership & Financial Planning
  • Administration of marketing budget operations.
  • Lead the monthly forecasting cycle, reconcile actuals against budget, and proactively surface risks and opportunities to leadership.
  • Build and maintain budget models and dashboards that give leadership real-time visibility into spend.
  • Partner with Finance on budget governance, ensuring documentation and reporting standards are met.
  • Oversee vendor invoicing and purchase order processes, resolving escalations as needed.
• Events & Logistics
  • Oversee the planning and execution of internal marketing events, including venue and vendor strategy.
  • Oversee travel arrangements and event logistics for the marketing team, resolving complex or escalated issues.
  • Own meeting scheduling and calendar strategy for marketing leadership, including recurring cadences.
  • Facilitate executive meetings, ensuring effective structure, accurate minutes, and follow-through on action items.
  • Own the strategy and vendor relationships for the company's online swag store, including budget and forecasting.
  • Own the internal swag request process end-to-end, identifying opportunities for continuous improvement.
• Tools, Content & Reporting
  • Own and continuously evolve the marketing team's Notion workspace and team handbooks.
  • Own the marketing team's Asana project, setting best practices for tasks, timelines, and status reporting.
  • Own marketing goal tracking within Asana, partnering with leadership to ensure strategic alignment.
  • Develop and refine presentation materials for quarterly global marketing meetings, incorporating strategic narrative.
  • Own agenda-setting and preparation for key marketing meetings, partnering directly with leadership.

Qualifications

• 3+ years of experience designing and improving workflows and processes across teams, ideally within a shared-services or squad-based structure.
• Demonstrated, admin-level experience managing a work management platform (Asana, Monday, or similar).
• Strong systems thinking, able to see an operating model holistically, not just optimize individual tools.
• Proven experience with automation or no-code tooling, including AI tools.
• Demonstrated change management or facilitation experience, with a track record of driving adoption of new ways of working.
• Demonstrated experience owning a budget process end-to-end, not just tracking spend.
• Excellent organizational skills with the ability to manage multiple work streams simultaneously.
• Strong written and verbal communication skills, with the ability to work confidently with senior stakeholders.

What will give you an edge?

• Experience specifically within a marketing function, versus a generalist ops/PM background.
• Data and reporting skills, e.g. building capacity models to identify trends and scaling opportunities.
• Experience partnering with or managing external vendors and contractors.
• Experience mentoring or guiding junior team members.

Benefits

• Monthly Lifestyle subsidy: Use this for financial, physical, and mental well-being.
• WFH set-up allowance: To ensure you have the right environment to work in, we will help you get set up within your first 3 months at UpGuard.
• $1500 USD annual Learning & Development allowance: To support your career development, all team members will be able to expense development opportunities against this allowance.
• Annual leave: PTO plus two additional UpGuardian leave days to give you time to recharge your batteries.
• 18 weeks paid Parental Leave: Irrespective of parenting role.
• Personal Leave Allowance: This includes sick & carer’s leave.
• Fully remote working environment: While we have physical offices in Sydney & Hobart, we do not mandate compulsory attendance.
• Top-spec hardware: All team members will be provided with top-spec laptops for their role.
• Generative AI subsidy: UpGuard provides paid subscriptions for all team members to access generative AI tools to support their work.