Marketing Project Manager & Systems Lead

Marketing Project Manager & Systems Lead Application Job Description Full-Time, Remote Marketing Project Manager & Systems Lead We are looking to bring on a Marketing Project Manager and Systems Lead to be an integral part of our team as the person who drives marketing execution, builds the systems behind promotions, and keeps internal projects moving. Who We’re Looking For: We are seeking an experienced, organized and motivated Project Manager and Systems Lead with strong familiarity in online marketing software technologies.The ideal candidate is a systems-oriented project manager who thrives in collaborative environments where multiple people, deadlines, and deliverables must come together successfully. They enjoy bringing order to complexity, building repeatable systems, and ensuring nothing falls through the cracks. The ideal candidate will have a proven track record in managing multi-deliverable marketing campaigns, a deep understanding of online marketing systems and tools, and the ability to build clear, repeatable processes that keep a distributed team running smoothly. We're excited to work with someone who's passionate about their craft and ready to make a significant impact. About Herbal Healing Arts with Kami McBride Herbal Healing Arts exists to help people remember and reclaim their heritage as herbalists and healers. Founded by Kami McBride, author of The Herbal Kitchen and a lifelong herbalist, educator, and author with 30+ years of experience. Kami is a leading elder herbalist who has helped thousands of students build their confidence and skill in herbalism from kitchen medicine to women's health to seasonal wellness practices. Kami has taught herbal medicine at the University of California School of Nursing, the California Institute of Integral Studies, and at conferences and community colleges across Northern California. She writes articles for Mother Earth News, Willow and Sage and Mountain Rose Herbs. Teaching herbal medicine since 1990, Kami ’s mission is to help women feel confident in their herbal healing arts skills so they can energize self care and home culture that embraces taking care of our bodies with healing herbs, a deep connection to the earth and an embodied holistic lifestyle that passes this knowledge on to the next generation. Kami recognizes the profound purpose behind this mission and understands the deep calling our students have to this work. We help women realize their dream to transform health and self-care with the healing power of the plants. We are wholeheartedly committed to having a powerful impact in the home herbalism movement as we nurture and validate the herbal healing arts in our student’s lives. This is not a supplement company or a wellness brand chasing trends. This is a legacy/lifetime body of work, translated into online courses, programs, and resources that help people take an active, informed role in their own health. We are a team of motivated and caring people and are in business to make a huge positive impact in the lives of others. This team is dedicated, and deeply aligned with the belief that the healing arts belong in our homes. If herbal medicine, earth-connected living, and genuinely meaningful work resonate with you — you'll feel that the moment you engage with this community. About the Role Herbal Healing Arts runs twelve online promotions per year across a small, distributed team. Promotions involve email campaigns, webinars, technical configuration, affiliate management, and cross-functional execution across people in different time zones. As the business grows, clarity, documentation, and reliable systems become increasingly important and this role is central to building and maintaining them. The Marketing Project Manager & Systems Lead owns the execution layer of this business. You will manage the systems and project infrastructure behind promotions, oversee internal operational projects, directly manage a specialty VA, and serve as the organizational backbone the Founder relies on to keep priorities moving and promotions running. This is not a strategy role. The Founder owns the vision, the messaging, and final strategy decisions. Your role is to drive to completion, managing the timeline, the team, the systems, and the quality so that promotions are executed efficiently. What Success Looks Like at 90 Days Active promotions have a documented project plan with assigned owners, clear deadlines, and visible status Understand, maintain and if needed, update playbooks and SOP’s that describe management process and systems Promotion QA is consistently catching errors before promotions go live The specialty VA has clear weekly priorities and knows who to escalate to The Founder is spending less time tracking down deliverables and more time on content and strategy You have facilitated at least one full operating cadence cycle — weekly leadership meetings, a Monthly Business Review, and one Quarterly Planning session Core Responsibilities Own end-to-end project management for all promotions and PLF-style launches — timelines, task assignments, dependencies, status tracking, and readiness reviews from kickoff through post-promotion debrief Serve as the QA checkpoint before every promotion deployment — conducting thorough review of email campaigns, landing pages, technical configurations, and assets for errors, broken links, and inconsistencies before anything goes live, and holding that standard rigorously across every promotion cycle Build, maintain, and continuously improve the company's launch playbooks, SOPs, and process documentation — ensuring institutional knowledge is captured, organized, and accessible as the business scales Directly manage a specialty VA — setting weekly priorities, providing oversight and direction, reviewing outputs, and coaching where needed Facilitate the company's full operating cadence: weekly leadership meetings, All Hands, Monthly Business Reviews, and Quarterly Planning sessions — including agenda prep, meeting facilitation, and follow-up accountability tracking Coordinate email marketing production across each promotion — asset collection, approval sequencing, scheduling, testing coordination, and deployment readiness verification Interpret and maintain company metrics and scorecard systems — consolidating inputs from the team into clean, decision-ready reporting for leadership Manage and track the SOP library — ensuring playbooks are assigned, up to date, and accessible, and that new processes get documented before knowledge walks out the door Oversee technical platform health across Ontraport and connected tools — not as the implementer, but as the person who spots what's broken, understands the implications, and directs the right fix Lead post-promotion reviews, capture lessons learned, and implement process improvements to reduce errors and increase execution consistency over time Own and drive internal projects — including the development of a customer FAQ and knowledge base, platform optimization initiatives, and other priorities as assigned by the Founder Maintain the promotion calendar, project dashboards, and operational visibility so that leadership always has a clear, current picture of where things stand Required Skills and Qualifications 3+ years of project management and project leadership experience, with direct accountability for multi- deliverable campaigns, promotions, or launches, not just supporting someone else who owned them At least 3 years experience managing virtual teams, projects Demonstrated ability to build SOPs, process documentation, and operational playbooks from scratch in environments where not everything was already written down Experience managing or directing remote team members or contractors, including setting priorities, reviewing work quality, and providing constructive feedback A track record of owning QA on campaign or launch deliverables with genuine rigor, catching errors before they reach an audience Technology savvy, proficiency with email marketing platforms and comfortable learning new platforms and picking them up quickly Skilled at identifying risks, dependencies, and bottlenecks early Compassionate and confident nature with innate warmth and helpfulness when communicating with team, students and contractors Upbeat and service oriented- instinctively inclined to go the extra mile to help others. Experience with project management tools, Microsoft Teams and Planner preferred; equivalent tools considered Adaptable and flexible; excellent problem solving skills and gets things done Clear communication skills—both verbal and written. You will be the documentation layer of this business and clarity in writing is essential High attention to detail with a demonstrated track record of catching errors before they become problems Strong collaboration and communication skills- you are a team player Self-directed and organized, you will not be micromanaged, and you need to operate effectively without constant direction Comfortable working in a founder-led environment where promotions are actively managed and adjusted based on real-time performance — and skilled at building systems flexible enough to accommodate mid-course refinements without breaking Preferred / Bonus Qualifications Familiarity with Product Launch Formula (PLF) methodology or experience supporting online course creators, coaches, or digital product businesses Experience with or willingness to learn Ontraport — this is the platform we run on, and prior CRM/email automation experience translates well Experience with or willingness to learn affiliate program coordination and Ontraport affiliate management Background in online education, wellness, or mission-driven digital businesses Experience managing a meeting cadence — weekly leadership meetings, quarterly planning, business reviews — not just attending them Genuine personal interest in mission driven education. This team cares deeply about the mission, and shared alignment makes the work better Compensation and Work Arrangement Rate: $35/hour Hours: Full-time (30 to 40 Hours per week) This is a 1099 contractor role Location: Remote — Pacific Time Reports to: Founder A Note on This Role The Founder is deeply involved in the creative and strategic direction of promotions — and she is excellent at her craft. The right person for this role is energized by that collaboration. They find deep satisfaction and are enthusiastic about building the systems that let great creative work show up reliably, consistently, and without operational friction underneath it. The right candidate enjoys supporting a founder-led creative process and is skilled at building systems that accommodate flexibility and team creativity while maintaining operational excellence. If you are the right person, we want to invest in you and we are looking for someone to be with us for the long haul. If you love making complex things run cleanly and you want to do that for a business genuinely dedicated to bringing herbal medicine to more people — we'd love to hear from you.