Lead - Operations

Job Description

About Optimite

Optimite is the Email Ops-as-a-Service partner for high-growth eCommerce brands and agencies. We fully manage email strategy, copy, design, development, QA, and reporting - so our clients can step out of the inbox and scale faster. Trusted by over 500 teams globally, we deliver fast, conversion-focused email systems built on Figma and executed in 48 hours or less.

Team

With a mission to become the World's No. 1 Email Marketing Agency, we're scaling at hyper-growth. Our founders, Nishant and Sushant Yadav, launched Optimite in 2019 and have since partnered with the largest Shopify brands and digital agencies across the US and Europe.

About The Role

As Lead Operations (Email Marketing), you will drive project coordination, operational excellence, and backend workflow management for the Email Marketing team. You'll ensure campaigns run on time, projects integrate smoothly, and daily stand-ups are efficient. Acting as the bridge between Account Managers, creative teams, and leadership, you'll own sprint planning, reporting, and operational hygiene.

This is a scale-driving role designed to minimize chaos, maintain accountability, and ensure the department is always delivery-ready.

You'll Focus On:

- Project Planning & Coordination (35%)
- Delivery Oversight & Reporting (35%)
- Process & Continuous Improvement (30%).

Project Planning & Coordination (35%)

- Plan monthly scrums one month in advance and break them into weekly/daily sprints.
- Coordinate with Email Specialists and Associates to outline and log tasks in ClickUp.
- Ensure campaign calendars are created well ahead of schedule.
- Prepare bandwidth reports to give leadership visibility on workload.

Metrics You'll Own:

- Adherence to Monthly Scrum: 95% of planned vs. actual tasks aligned.
- Task Coordination Accuracy: 10% delays caused by coordination gaps.
- Bandwidth Visibility: Weekly reporting to Head of Ops on capacity and load.
- Campaign Calendar Timeliness: 100% delivered before start of sprint.

Delivery Oversight & Reporting (35%)

- Track deviations in planned vs. actual project timelines and escalate delays.
- Ensure smooth integration of new client projects into existing sprints.
- Monitor campaign lifecycle and prevent bottlenecks across stages (copy, design, dev).
- Share project summary reports with Head of Ops twice per week.

Metrics You'll Own:

- Timeline Deviation: 10% per month (planned vs. actual).
- Client Integration: 5 new clients onboarded smoothly per month.
- Daily Sync Reduction: 30% shorter stand-ups without loss of clarity.
- Weekly Reporting: 100% reports submitted on time.

Process & Continuous Improvement (30%)

- Maintain 100% daily sync between backend and frontend sprints.
- Implement automation in ClickUp/ops tools to reduce manual tracking.
- QA campaign processes with checkpoints before client delivery.
- Document and update SOPs and process visualizations.

Metrics You'll Own:

- Process Accuracy: 100% campaigns validated by checkpoints.
- Automation: 2 new automations implemented/month.
- SOP Development: 2 updated/created per month.
- Inter-Team Ticket Resolution: 100% tracked and completed.

Must Have

- 5+ years of experience in operations, project coordination, or program management.
- Strong expertise in Agile/Scrum management with sprint planning and retrospectives.
- Proficiency in ClickUp (or equivalent), Excel/Google Sheets, and workflow tracking.
- Excellent stakeholder management and communication skills.
- High ownership and accountability mindset.

Good to Have

- Familiarity with automation tools (Zapier, Make, n8n).
- Experience with dashboarding tools (Looker Studio, PowerBI, Tableau).
- Exposure to digital marketing operations and campaign lifecycle management.
- Knowledge of financial/revenue ops concepts (e.g., CAC, ROAS) for cross-team reporting.

What would success look like for you

- Project timelines and campaign lifecycles run with 10% deviation.
- New clients integrate seamlessly without disrupting retainer client delivery.
- Operational hygiene across ClickUp, Slack, and reporting consistently at 95%.
- Leadership bandwidth freed from daily firefighting to focus on strategy.

Culture Fitment

- You thrive in structured systems and bring order to complexity.
- You hold teams accountable but also enable them with clarity and tools.
- You're proactive in spotting blockers before they become crises.
- You move fast but never at the cost of accuracy.

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