Operations Manager, Marketing and Communications

Position Purpose

The Operations Manager, Marketing and Communications serves as a trusted collaborator and operational partner to the Chief Marketing Officer and Chief Communications Officer, ensuring alignment of priorities, resources, and outcomes across Marketing and Communications. This role anticipates needs, connects strategic initiatives across functions, manages administrative and operational functions, and drives coordinated execution that advances BBBSA’s brand, storytelling, and engagement goals. This role ensures seamless department operations, effective project management, strategic coordination across stakeholders, and adherence to organizational processes. The Operations Manager serves as the primary liaison between leadership, staff, and partners - facilitating planning, budgeting, scheduling, documentation, and project execution.

The Operations Manager ensures synergy between marketing and communications strategies, serving as a central point of coordination to enhance cross-departmental collaboration and accountability. This position reports directly to the Chief Marketing Officer (CMO) and has a dotted-line reporting relationship into the Chief Communications Officer (CCO). They are responsible for ensuring operational efficiency, improving processes, and tracking projects across the department. The role focuses on aligning systems, timelines, and communication to enhance Big Brothers Big Sisters of America’s (BBBSA’s) national brand and engagement initiatives.

FLSA Status: Full Time, Exempt
Location: Continental United States (100%)
Travel: Approximately 5%

Essential Duties and Responsibilities:

Operational Management and Coordination

• Manage day-to-day departmental operations for the Marketing and Communications teams, ensuring timely completion of initiatives, deliverables, and reports.
• Develop and implement efficient systems for tracking projects, budgets, contracts, and performance metrics.
• Facilitate alignment between marketing and communications strategies, helping both teams operate with unified goals and timelines.
• Represent department leadership in internal project discussions when appropriate, ensuring decisions are informed and actions are tracked.
• Serve as the point of contact for internal and external stakeholders, ensuring clarity and responsiveness in communications.
• Coordinate workflow among team members, facilitating cross-functional collaboration with Development, Programs, Finance, and external partners.
• Oversee scheduling and logistics for department-wide meetings, events, and special projects.
• Anticipate leadership needs by preparing background materials, reports, and follow-up actions for key meetings and strategic decisions.
• Manage operational calendars for the CCO and CMO, prioritizing critical deadlines and events.

Project and Process Management

• Lead or support department projects from planning through implementation, ensuring deadlines, scope, and quality standards are met.
• Create and maintain project management systems and tools (e.g., Asana, SharePoint, Office 365) to track progress and outcomes.
• Develop, edit, and maintain process documentation, reports, and presentations for leadership and network communications.
• Identify process improvement opportunities and propose solutions to enhance department productivity and efficiency.
• Support data collection and analysis for marketing campaigns, communications performance, and media engagement.

Budgeting, Vendors, and Administrative Oversight

• Collaborate with the finance team to manage department budgets, monitor expenses, and ensure fiscal accountability.
• Oversee vendor and contractor relationships, including onboarding, invoicing, and compliance with organizational policies.
• Support travel bookings for the CMO and CCO, and support receipt reconciliations for travel related expenses incurred by the CMO and CCO.
• Maintain accurate departmental records and ensure data integrity within Salesforce, Marketing Cloud, and shared systems.

Culture

• Demonstrate commitment to BBBSA’s shared leadership competencies and organizational values.
• Provide consistent follow-up regarding assigned projects and after meetings.
• Cultivate an environment where all team members feel valued, included, and empowered to achieve their potential.
• Manage related and other duties as assigned in support of department and business needs.

Education, Skills & Related Work Experience:

Education Level: Bachelor’s degree (Business, Communications, Marketing, or related field); equivalent experience accepted.

Years and Scope of Related Work Experience: 5 - 8 years of progressive experience in operations, project management, or marketing communications roles, preferably in a nonprofit or multi-affiliate organization.

Skills and Knowledge: Advanced proficiency in Microsoft Office 365, SharePoint, and Zoom; Demonstrated success in managing complex executive calendars and competing priorities; Advanced organizational and time-management skills; able to handle multiple projects simultaneously; Excellent verbal and written communication; high attention to detail; Ability to work independently while maintaining collaboration with cross-functional teams; Proven initiative, creativity, and problem-solving ability; Experience with Salesforce, Marketing Cloud, or CRM platforms; Familiarity with federated or multi-affiliate organizational models; Experience in budget tracking and vendor management; Knowledge of nonprofit operations and communications processes; Experience with Asana or equivalent project management tools.

Our Commitment

At Big Brothers Big Sisters of America, we recognize, affirm, and celebrate the backgrounds, lives, and experiences of all of our stakeholders, including youth, families, donors, volunteers, and staff. We ensure the opportunity for all voices and perspectives to be heard and honored. In the workplace, we foster an environment where all people can be their best selves. We affirm that every person has the opportunity to reach their full potential. We strive to realize the full potential that is within all of us by ensuring that all voices and perspectives are heard and honored.

Equal Employment Opportunity

BBBSA provides equal employment opportunities to all qualified individuals without regard to race, creed, color, citizenship, religion, national origin, age, sex, familial or marital status, pregnancy, military or veteran status, sexual orientation, gender identity or expression, genetic information, disability, or any other legally-protected status in accordance with applicable local, state, and federal laws, regulations, and ordinances.

Americans with Disabilities Act

Employee must be able to perform all essential job functions, with or without reasonable accommodation.

Job Responsibilities

The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties and responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. BBBSA may change the specific job duties with or without prior notice based on the needs of the organization.

Big Brothers Big Sisters of America is directly recruiting and hiring for this position. We are not engaging any staffing/recruitment firms or agencies for this position. If any candidate profile/resume/identifying information is sent to Big Brothers Big Sisters of America and/or Big Brothers Big Sisters agencies, we will not pay any referral or firm fees in relation to this information.