SoftService

Creative Operations Manager

SoftService

full-time

Posted on:

Origin:  • 🇺🇸 United States • New York

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Salary

💰 $75,000 - $100,000 per year

Job Level

Mid-LevelSenior

Tech Stack

Assembly

About the role

  • Level: Mid-Senior
  • Position Type: Full Time
  • Compensation: $75K-$100K (DOE) + benefits, early-stage equity
  • Location: NYC — hybrid office/WFH model
  • Reports to: CEO
  • Act as the project manager and process owner across all marketing workstreams
  • Keep the calendar accurate, the team aligned, and launches moving from brief to deploy with clarity and speed
  • Report into the CEO
  • Maintain a single source of truth calendar with the Brand Marketing Manager and CEO, backing out dates and dependencies for smooth, on-time deployments
  • Run bi-weekly calendar check-ins and route updates to stakeholders, ensuring owners, due dates, and requirements are clear and current
  • Rework timelines and communicate changes when priorities shift, documenting risks and mitigation plans
  • Own task creation, routing, and status hygiene in Airtable (PM Tool)
  • Build long-range plans for Holiday/BFCM, launches, Sephora programs (Beauty Insider events, in-store activations), promotional timeframes, and key launches
  • Keep the organization planned 3–6 months out with interim checkpoints, asset lock dates, and hand-offs
  • Drive cross-functional pre-reads and alignment, creating early checkpoints on key stakeholders calendars
  • Own planning and logistics for brand and launch events, from brief and budget to wrap
  • Source vendors and components, manage POs and timelines, and ensure on-time-in-full delivery
  • Build and own the day-of run of show (ROS) and contingency plans
  • Track spend against budget and reconcile invoices post-event
  • Own the master mailer calendar aligned to launches, press/editor outreach, retail events, and seasonal moments
  • Build scopes and budgets for kits and physical collateral, source components and finishes, and manage transactions and logistics
  • Create kitting plans, pick/pack instructions, and QC checklists; coordinate assembly with the office manager and 3PL to ensure timely product delivery for outbound sends
  • Reconcile budgets, inventory, and overage; produce post-mailer recaps with learnings and recommendations
  • Translate creative briefs into production plans with timelines and budgets
  • Source and contract photographer and set/prop support; negotiate rates and usage terms
  • Build call sheets, day-of run of show (ROS), and contingency plans; manage catering, transit, and on-set safety protocol
  • Oversee on-set logistics, continuity, and quality control to brand standards; keep the day on time and on budget
  • Facilitate relationship with retoucher and photographer on selects, collaborate with Design on retouching notes, color management, and version control for each channel. Make sure photographer receives final retouched folder
  • Run post-mortems and convert learnings into updated SOPs, checklists, and templates

Requirements

  • 3–6+ years of project or operations management in a marketing or creative environment
  • Proven long-lead planning skills with the ability to zoom into the details without losing the big picture
  • Mastery of organization and communication, translating ambiguity into clear tasking and timelines
  • Fluency in Google Workspace and comfort with Airtable; familiarity with a PM tool (Asana, Notion, Monday, or similar)
  • Collaborative mindset and calm under pressure, with a knack for driving alignment across small, fast-moving teams
  • Light familiarity with Shopify, Klaviyo, Figma/Adobe, and basic budget tracking is a plus.
  • Strong track record of effective leadership and collaboration in a cross-functional role.