Job Opportunity: Enterprise Email Operations Specialist

Duration: 06 months – Possible Extension

Location: Mettawa, IL 60045

Work Model: Hybrid (In-person Tuesday–Thursday; Remote Monday/Friday)

Role Overview:

As an Enterprise Email Operations Specialist, you will serve as the functional bridge between internal teams, external agency partners, and technology vendors. This is a newly created, highly visible role designed to drive operational excellence, governance, and reporting for a large-scale digital lab.

Unlike traditional email marketing roles, this position does not involve building or routing email assets. Instead, it focuses on agency enablement, process standardization, and strategic communication to ensure the enterprise email ecosystem operates at peak efficiency.

Requirements & Qualifications

Education & Experience:

Degree: Bachelor’s degree in business, Marketing, or a related field.
Experience: 5–10 years in project management, marketing operations, communications, or email marketing.
Agency Background: Prior experience working within a digital or interactive agency environment.

Technical & Functional Skills

Email Marketing: Deep familiarity with email marketing, best practices and workflows. (Note: HTML/Coding expertise is not required).
Tool Proficiency: Experience with email creation tools (e.g., Knak) and project management software (e.g., Workfront).
Data & Reporting: Proficiency in data visualization tools, specifically PowerBI.
Communication: Exceptional presentation skills with the ability to lead meetings and respond to complex stakeholder questions in real time.

Leadership Competencies

Strategic Execution: Ability to think strategically while maintaining a strong focus on execution and exceeding project goals.
Adaptability: A fast learner who can grasp the "essence" of a problem and change course quickly in a fast-paced environment.
Innovation: A mindset that is never satisfied with the status quo, constantly seeking ways to simplify and automate manual effort.

Core Responsibilities:

1. Agency Relations & Training

Primary Point of Contact: Act as the "face" of the email team for external agency partners.
Enablement: Train new agency partners on internal email creation tools and provide ongoing education regarding updates and enhancements.
Governance: Host office hours, managing access requests, and audit agency work to identify process gaps or quality issues.
Communications: Manage and distribute a monthly newsletter for internal and external users to share process changes and tool updates.

2. Reporting & Analytics

Performance Metrics: Deliver monthly and quarterly reporting on project completion, cost avoidance, and key performance indicators.
Automation: Support the transition from manual reporting to automated solutions; leverage tools like PowerBI to increase reporting efficiency and accuracy.

3. Enterprise Initiatives & Process Governance

Vendor Liaison: Partner with vendors to gather and communicate requirements for tool enhancements and contribute to the product roadmap.
Workflow Standardization: Establish and maintain standardized workflows (utilizing Workfront) across three core teams (HCP, Consumer, and Patient Services).
Project Management: Manage timelines, capture feedback from agencies, and translate those insights into actionable process improvements.

Interview Focus:

For candidates coming from a heavy "hands-on keyboard" email building background, the interview process will pivot away from technical execution and focus heavily on communication, training ability, and stakeholder alignment. Success in this role requires the ability to articulate complex processes clearly to both technical and business-oriented audiences.

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Email Operations Specialist