Marketing Planning Systems & Operations Lead

Key Responsibilities

Planning Systems Strategy & Platform Ownership

• Serve as business owner and subject matter expert for enterprise planning platforms including Airtable Workfront and related planning technologies.

• Define and execute the roadmap for planning systems ensuring capabilities evolve to support organizational priorities and operating model needs.

• Design configure and maintain workflows data structures taxonomies automation governance standards and reporting capabilities.

• Evaluate and implement system enhancements that improve user experience planning effectiveness visibility and operational efficiency.

• Partner with technology teams and vendors to support integrations upgrades and platform optimization initiatives.

• Lead adoption efforts through training communication documentation and change management programs.

Planning Operations & Operating Model Design

• Design and maintain scalable planning processes that support decentralized planning while creating consistency across the organization.

• Establish standards for initiative tracking planning data collection portfolio monitoring and operational governance.

• Translate business requirements into sustainable system and process designs that enable teams to plan effectively and efficiently.

• Continuously assess current-state processes and identify opportunities to reduce friction improve transparency and increase planning maturity.

• Partner with stakeholders across Marketing to ensure planning systems and processes support evolving business needs.

Portfolio Data & Visibility Management

• Serve as steward of the departments planning and portfolio dataset ensuring information is structured governed and maintained to support organizational decision-making.

• Define and manage portfolio-level data requirements including strategic alignment initiative attributes dependencies resource signals work demand and governance indicators.

• Develop dashboards reporting solutions and portfolio metrics that provide leadership visibility into priorities workload operational risks capacity considerations and portfolio health.

• Establish data quality standards and governance practices that ensure planning information remains accurate actionable and trusted.

• Leverage portfolio data to identify trends opportunities bottlenecks and operational improvements.

Planning Governance & Workflow Integration

• Design planning workflows that create visibility into upcoming work and downstream operational requirements.

• Partner with teams responsible for content governance approval processes and operational controls to ensure planning systems effectively support end-to-end workflow visibility.

• Create data structures and process integrations that allow governance requirements operational dependencies and workflow milestones to be visible earlier in the planning lifecycle.

• Support initiatives that improve forecasting of work demand operational impacts and potential approval requirements across the marketing portfolio.

• Enable proactive identification of portfolio risks and dependencies through reporting process design and system capabilities.

Strategic Enablement & Continuous Improvement

• Support annual quarterly and ongoing planning activities through platform administration reporting portfolio analysis and operational enablement.

• Recommend improvements to systems processes governance structures and planning methodologies.

• Lead cross-functional initiatives that strengthen Marketings planning capabilities and operational effectiveness.

• Stay current on emerging planning technologies portfolio management practices and workflow innovations to continuously improve organizational capabilities.

• Lead special projects and perform other duties as assigned.

Required Qualifications

• Bachelors degree or equivalent experience.

• 5 years of experience in planning operations business operations marketing operations project management PMO operations portfolio management or related disciplines.

• Experience administering enterprise planning project management workflow or portfolio management platforms.

• Experience designing and implementing operational processes and governance frameworks.

• Demonstrated ability to translate business requirements into scalable system and workflow solutions.

• Strong analytical skills and experience leveraging data to support business decisions and operational improvements.

• Experience managing complex initiatives involving multiple stakeholder groups.

Preferred Qualifications

• Experience with Airtable Workfront Smartsheet Asana Jira or similar platforms.

• Experience supporting planning intake management portfolio visibility governance workflow management or operating model transformation initiatives.

• Experience leading platform implementations migrations or enterprise process redesign efforts.

• Experience building dashboards reporting frameworks and portfolio analytics solutions.

• Experience within marketing content operations creative operations or large matrixed organizations.

Special Factors

Sponsorship

About Vanguard

At Vanguard we dont just have a missionwere on a mission.

To work for the long-term financial wellbeing of our clients. To lead through product and services that transform our clients lives. To learn and develop our skills as individuals and as a team. From Malvern to Melbourne our mission drives us forward and inspires us to be our best.

How We Work

Vanguard has implemented a hybrid working model for the majority of our crew members designed to capture the benefits of enhanced flexibility while enabling in-person learning collaboration and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.