Creative Operations Specialist - Wakefield, MA

WANTED: We\’re looking for a highly organized and experienced Creative Operations Specialist to join our dynamic Client Marketing Team at Virtual Inc.

In this role, you\’ll be the central hub for all creative and design work, ensuring projects flow smoothly between internal stakeholders and a trusted stable of external design firms and freelancers. You\’ll be responsible for keeping timelines on track, files clean and ready for delivery, and quality standards high.

This is not an entry-level role – we\’re looking for someone who speaks the language of both print and web design, has a keen eye for layout and visual consistency, and thrives on managing the details.

This position requires working out of our Wakefield, MA office 3 days/week (Tuesday & Thursday anchor days, 1 floating day).

Here\’s what you\’ll do:

• Own the end-to-end trafficking of creative projects from intake to final delivery; think Air Traffic Control for creative.
• Serve as the primary liaison between the marketing team and a roster of external design & creative resources.
• Review designed pieces for layout consistency, brand alignment, and production-readiness.
• Maintain and enforce timelines, project milestones, and deadlines – escalating issues proactively.
• Oversee the routing, revisions, approvals, and final delivery of all creative assets.
• Manage file prep and delivery to printers or digital channels; ensure accuracy of print specs and web formats.
• Maintain project tracking tools and status dashboards; keep stakeholders informed and aligned.
• Organize and archive final design files and assets according to established naming and storage conventions.

As our next Creative Operations Specialist, you will bring:

• 5 years of experience in a traffic or project management role within a creative or marketing department or agency.
• Familiarity with managing both print and digital design projects.
• Strong working knowledge of print production processes and terminology.
• Comfort reviewing creative assets for layout, formatting, and branding.
• Exceptional organizational skills and attention to detail.
• Ability to juggle multiple projects and deadlines at once without dropping the ball.
• Excellent communication skills and comfort working with cross-functional teams and external vendors.
• Experience using project management tools like Asana, Trello, Wrike, or similar.

Bonus Points For:

• Background in agency or high-volume marketing environments.
• Working knowledge of Adobe Creative Suite (you don\’t need to design, but it helps to navigate files and communicate with resources).
• Experience managing offshore or remote creative resources.
• Familiarity with brand guidelines, creative briefs, and design workflows.

The target hiring range for this role is $68,000-$75,000 USD (annually). The starting base salary will be determined based on skills, experience, location, and other job-related factors. In addition, our total rewards package includes a robust medical, dental, and vision insurance plan (free option available for individuals); generous short- and long-term disability, supplemental life insurance, health care and dependent care, Flexible Spending Accounts, 401(k) savings match, paid parental leave, financial planning workshops, pre-paid legal plan, discretionary annual bonus and merit increase, and unlimited paid vacation time.

About Virtual Inc:

Headquartered in Wakefield, MA with another office in Nashville, TN, Virtual also brings together a remote workforce from all over North America. Founded in 1999, Virtual\’s innovative and inclusive culture is the driving force behind our success and continued growth.

Our Virtual Team is made up of passionate professionals who understand the needs of associations, standards organizations, consortia, startup advocacy groups, and professional societies. The expertise within the Virtual team enables our clients to achieve their goals and make a mark on the world. Virtual\’s global clients include organizations led by Google, Facebook, Microsoft and more. We also service organizations that are tackling some of the biggest challenges in the world today, from eating disorders, to space travel to noise pollution.

We are proud to be recognized in the Best Places to Work list, twice! Living our values on a day-to-day basis is real. Not just a poster on the wall. Virtual\’s core values include trust, respect, inclusion, innovation, service excellence, empowerment, teamwork, generosity, and fun.

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