Senior Marketing Operations Coordinator

About the role

At HUB International, we are a team of entrepreneurs. We believe in protecting and supporting the aspirations of individuals, families, and businesses. We help our clients evaluate their risks and develop solutions tailored to their needs. We believe in empowering our employees to learn, grow, and make a difference. Our structure enables our teams to maintain their own unique, regional culture while leveraging support and resources from our corporate centers of excellence. HUB is a global insurance and employee benefits broker, providing a boundaryless array of business insurance, employee benefits, risk services, personal insurance, retirement, and private wealth management products and services. With over $5 billion in revenue and almost 20,000 employees in 600 offices throughout North America, HUB has grown substantially, in part due to our industry leading success in mergers and acquisitions. Position Overview The Marketing Operations Specialist plays a critical execution role on HUB International's Marketing Operations team, supporting a ~110-person marketing organization. This position splits its focus equally between Workfront platform administration and cross-functional operations support, providing the day-to-day infrastructure that keeps marketing programs running smoothly. This is an execution-focused role well-suited to someone who is detail-oriented, systems-minded, and comfortable working across multiple workstreams simultaneously. The ideal candidate is organized, proactive, and brings a genuine interest in how marketing teams operate and scale.

Responsibilities

• Project Management Administration
• Serve as a primary administrator for HUB's Workfront instance (or chosen platform), supporting a large marketing team that relies on the platform for intake, project tracking, and capacity management. Responsibilities include:
• Manage user provisioning, deactivation, profile maintenance, and license assignments
• Build and maintain project templates, request queues, intake forms, and approval workflows
• Create and distribute reports and dashboards for marketing leadership
• Own intake form configuration and updates as team needs evolve
• Conduct ongoing data hygiene monitoring, including incomplete tasks, missing planned hours, and stale projects
• Troubleshoot platform issues, coordinate with vendor support when needed, and escalate appropriately
• Support vendor onboarding and offboarding processes within the platform
• Serve as the first point of contact for team member questions about Workfront functionality, providing guidance and lightweight training as needed
• Marketing Operations Support
• Provide execution support across active Marketing Operations workstreams, including intake and capacity management, AI initiatives, cross-functional program coordination, and knowledge management. Responsibilities include:
• Maintain working documents, action logs, and status trackers across key programs
• Support calendar coordination and meeting logistics for recurring programs, including Marketing Leadership Team meetings, the Marketing/Sales Enablement biweekly, and the AI task force
• Take notes and draft recap documents for working sessions, including campaign architecture meetings and cross-functional planning sessions
• Maintain and update onboarding and offboarding documentation, ensuring materials stay current as processes evolve
• Support SharePoint and Confluence content updates and page maintenance in partnership with the Operations team
• Conduct research to support active workstreams, including vendor evaluations, tool comparisons, and process benchmarking
• Apply AI-powered tools to streamline operational workflows, support process and content documentation, and accelerate cross-functional execution across marketing programs

Requirements

• Required
• 2+ years of experience in a marketing operations, project management, or marketing coordinator role
• Hands-on experience with a work management platform (Workfront, Asana, Monday.com, or similar); Workfront experience strongly preferred
• Strong organizational skills with the ability to manage multiple concurrent workstreams with accuracy and follow-through
• Proficiency in Microsoft 365, including SharePoint, Teams, Excel, and PowerPoint
• Clear written communication skills; able to draft recaps, documentation, and correspondence independently
• Comfortable working in a fast-moving environment with shifting priorities
• Preferred
• Workfront system administrator certification or equivalent hands-on admin experience
• Familiarity with Confluence or other knowledge management platforms
• Experience supporting a large marketing or cross-functional team (50+ people)
• Exposure to AI productivity tools and interest in applying them in a professional context
• Experience with reporting and data hygiene in a project management or marketing operations environment
• JOIN OUR TEAM
• Do you believe in the power of innovation, collaboration, and transformation? Do you

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