Marketing Project Associate

About us
HighLevel is an AI-powered business operating system that gives agencies, entrepreneurs and SMBs the infrastructure to build, automate and scale. Today, HighLevel supports SMBs across 150+ countries, fueling community-driven growth rooted in real customer outcomes.
To date, businesses operating on HighLevel have generated over $7 billion in ecosystem value, demonstrating the impact of shared infrastructure at scale. By centralizing conversations, automation and intelligence into one system, we help businesses move faster, reduce complexity and execute efficiently.
Behind the platform, HighLevel powers more than 4 billion API hits and 2.5 billion message events daily. With 250 terabytes of distributed data, 250+ microservices and over 1 million domain names supported, our architecture is built for performance, resilience and long-term scalability.
Our people
With over 2,000 team members across 10+ countries, HighLevel operates as a global, remote-first organization built for speed and ownership. We value initiative, clarity and execution, creating space for ambitious people to build systems that support millions of businesses worldwide. Here, innovation thrives, ideas are celebrated and people come first, no matter where they call home.
Our impact
Every month, HighLevel enables more than 1.5 billion messages, 200 million leads and 20 million conversations for the more than 1 million businesses we support. Behind those numbers are real people building independence, expanding opportunity and creating measurable impact. We’re proud to be a part of that.

Learn more about us on our YouTube Channel or Blog Posts
Who You Are: 

This role  is an execution-focused, individual contributor role embedded within the Marketing team. This role exists to ensure marketing work moves quickly, accurately and predictably from intake to launch.

This role fills the execution-awareness gap between planning and launch by maintaining continuous visibility into creative development, messaging alignment, asset readiness, and channel-level details.

Because of this proximity, you are able to identify messaging gaps, missing assets, unclear briefs, or execution risks early before they impact timelines or performance. You do not operate as a detached task tracker; you are actively engaged in marketing workflows and conversations to ensure nothing slips through the cracks.

This role plays a key part in delivering high-quality execution once priorities are established. While strategic direction and program planning are defined elsewhere, you ensure work is carried out effectively and efficiently. When goals, success metrics, or requirements need further clarity, you proactively seek alignment to set projects up for success and prevent downstream risk.

You are highly organized, detail-oriented, and thrive in fast-paced environments. You take pride in speed, accuracy, and proactive follow-through. Success in this role is defined by your ability to maintain momentum, surface risks early, and ensure smooth execution from intake to launch.

This is a purpose-built role, intentionally distinct from traditional Project Manager positions at HighLevel. It is designed specifically to elevate execution discipline and operational excellence within the Marketing team.

What You’ll Be Doing:

Execution Coordination & Delivery Management

Support intake and execution of marketing requests once priorities are confirmed.

Coordinate marketing-related tasks across campaigns, events, and cross-functional initiatives.

Build and maintain task lists, timelines, calendars, and delivery boards to ensure real-time visibility.

Track dependencies across creative, messaging, and channel execution.

Proactively follow up on action items to keep work moving quickly and predictably.

Ensure deliverables are complete, accurate, and ready for launch.

Flag duplicate or overlapping work to prevent rework and wasted effort.

Escalate blockers and readiness gaps with context and recommendations.

Pause or return work that is not execution-ready due to unclear goals, missing inputs, or undefined success metrics.

QA, Risk Identification & Launch Readiness

Perform detailed QA on emails, landing pages, ads, and other marketing assets.

Validate links, copy accuracy, formatting, approvals, and handoffs.

Identify missing inputs, unclear messaging, asset gaps, or execution risks early.

Act as an early warning system for launch risk by maintaining close proximity to creative and channel-level details.

Confirm all requirements, approvals, and dependencies are fully met prior to launch.

Cross-Functional Communication & Alignment

Serve as a key coordination point between Marketing, Creative, Development, and other departments.

Schedule and support kickoffs and recurring check-ins as needed.

Provide clear, concise status updates to marketing stakeholders.

Coordinate handoffs between creatives, marketers, and channel owners.

Escalate execution risks promptly to the Manager of Digital Marketing.

Maintain clean, accurate, and current project documentation.

Operational Process Ownership & Improvement

Own and maintain the execution workflows the Marketing team relies on (intake, reviews, approvals, handoffs, launches).

Identify inefficient, unclear, or broken processes that create bottlenecks or rework.

Propose and implement execution-focused improvements to increase speed, clarity, and predictability.

Test, document, and roll out updated workflows in partnership with Marketing leadership.

Simplify or retire processes that no longer serve the team’s needs.

Role Focus & Partnership

To ensure clarity of scope and strong collaboration, this role focuses on execution excellence and partners closely with Marketing Leadership and the PMO, who lead:

Final strategy and campaign planning decisions

Priority setting and tradeoff decisions

Arbitration when stakeholder priorities conflict

Cross-functional sequencing across teams at a portfolio level

Program and portfolio ownership

Marketing Leadership and the PMO provide the strategic direction and prioritization framework. This role strengthens execution discipline within that framework  ensuring initiatives are delivered with clarity, alignment, and operational rigor.

How Success Is Measured

Marketing initiatives ship on time with fewer last-minute surprises.

Execution risks and detail gaps are identified early — not at launch.

Follow-ups happen proactively without reminders from leadership.

Launch-readiness issues decrease over time.

Creative and marketing teams spend less time managing logistics and chasing updates.

Requests are returned for clarification early rather than being reworked late.

Creative and marketing partners feel supported and accelerated — not slowed down.

PMs and Marketing leadership are not pulled into day-to-day execution coordination.

Speed and agility increase without sacrificing quality or clarity.

What You’ll Bring

Strong attention to detail with the ability to catch gaps before they become launch issues.

Comfort working deeply embedded within a marketing team’s day-to-day execution.

Proactive follow-through — you do not wait to be reminded.

Ability to manage multiple moving pieces without losing clarity or speed.

Clear, concise communication skills across creatives, marketers, and stakeholders.

Confidence to return incomplete requests and escalate execution risks with context.

Process-oriented mindset with a bias toward simplification and efficiency.

Experience/Education/Certifications Required

2-5 years of experience in marketing operations, or execution support roles

Strong attention to detail and organizational skills

Proven ability to manage multiple tasks simultaneously

Comfort working with clear priorities and deadlines

Experience with project tracking tools (ClickUp, Asana, Monday, etc.)