Marketing Business Operations Manager

Matchbox; Sydney; On-site; AUD 110,000 - 150,000; Full time

Benefits offered by this job

Lifestyle subsidy

WFH setup allowance

Learning & Development allowance

Annual leave + 2 extra UpGuardian days

18 weeks parental leave

Personal leave allowance

Fully remote environment

Top-spec hardware

Generative AI subsidy

Job summary

UpGuard is seeking a Marketing Business Operations Manager to own the marketing budget process end-to-end and act as the operational backbone of the marketing team. You will design and drive process improvements, own the team's work management platform, and lead change management across marketing.

This role requires 3+ years in workflow design, admin-level platform experience (Asana/Notion), and a strong systems-thinking mindset to scale a fast-moving marketing org.

Qualifications

• 3+ years of experience designing and improving workflows across teams
• Admin-level experience managing a work management platform (Asana, Monday, or similar)
• Strong systems thinking and ability to see an operating model holistically
• Experience with automation or no-code tooling, including AI tools
• Change management or facilitation experience driving adoption of new processes
• Experience owning a budget process end-to-end

Responsibilities

• Own identification of friction points in how work moves between Marketing teams and lead the design and rollout of improvements
• Admin-level configuration and governance of the team's work management platform (Asana), including templates and fields
• Lead evaluation and implementation of automation and no-code tooling, including AI tools
• Lead change management for new processes and tools across the marketing team
• Own the marketing budget process end-to-end and lead annual planning
• Oversee events, travel and calendar strategy for marketing leadership
• Develop materials for quarterly global marketing meetings and ensure alignment

Skills

Workflow design

Systems thinking

Automation / no-code

Change management

Budget ownership

Stakeholder communication

Tools

Asana

Notion

Monday.com

Job description

WHO ARE WE?

At UpGuard, we are replacing manual security bottlenecks with AI-driven precision. Fresh off a US$75M Series C, we are scaling our infrastructure to process 100 billion risk signals daily. This isn’t just growth; it’s a total reimagining of how the world manages cyber risk.

We build the Cyber Risk Posture Management (CRPM) platform that security teams actually love. By integrating security ratings, threat intel, and agentic AI, we empower organisations to stay ahead of an ever evolving attack surface.

We aren’t just building another tool; we’re defining a category. We provide the autonomy to ship world-class technology and the resources to do it at a global scale.

WHERE DOES THIS ROLE FIT IN?

We are seeking a Marketing Business Operations Manager to own the marketing budget process end-to-end and act as the operational backbone of the marketing team.

This role goes beyond coordination and support, you'll independently design and drive process and systems improvements, own the team's work management platform, and lead change management for new ways of working across marketing.

It's best suited to someone who already operates with real ownership and is ready to bring that judgment to a fast-moving marketing organisation.

WHAT WILL YOU DO?

Process & Systems Support

• Own identification of friction points in how work moves between Marketing teams (shared services and squads), and lead the design and rollout of improvements
• Own admin-level configuration and governance of the team's work management platform (Asana), including templates, custom fields, rules, and work structure standards
• Lead evaluation and implementation of automation and no-code tooling, including AI tools, to scale the team's capacity
• Lead change management for new processes and tools across the marketing team, including initiatives driven by leadership, and support the team through transitions

Budget Ownership & Financial Planning

• Own the marketing budget process end-to-end, leading annual planning in partnership with department heads across the marketing organization
• Lead the monthly forecasting cycle, reconcile actuals against budget, and proactively surface risks and opportunities to leadership
• Build and maintain budget models and dashboards that give leadership real-time visibility into spend
• Partner with Finance on budget governance, ensuring documentation and reporting standards are met
• Oversee vendor invoicing and purchase order processes, resolving escalations as needed

Events & Logistics

• Oversee the planning and execution of internal marketing events, including venue and vendor strategy
• Oversee travel arrangements and event logistics for the marketing team, resolving complex or escalated issues
• Own the meeting scheduling and calendar strategy for marketing leadership, including recurring cadences
• Facilitate executive meetings, ensuring effective structure, capture decisions and drive follow-through, and follow-through on action items
• Own the strategy and vendor relationships for the company's online swag store, including budget and forecasting, and own the internal request process end-to-end.

Tools, Content & Reporting

• Own and continuously evolve the marketing team's Notion workspace and team handbooks
• Own the marketing team's Asana project, setting best practices for tasks, timelines, and status reporting
• Own marketing goal tracking within Asana, partnering with leadership to ensure strategic alignment
• Develop and refine presentation materials for quarterly global marketing meetings, incorporating strategic narrative
• Own agenda-setting and preparation for key marketing meetings, partnering directly with leadership

WHAT WILL YOU BRING?

• 3+ years of experience designing and improving workflows and processes across teams, ideally within a shared-services or squad-based structure
• Demonstrated, admin-level experience managing a work management platform (Asana, Monday, or similar)
• Strong systems thinking, able to see an operating model holistically, not just optimize individual tools
• Proven experience with automation or no-code tooling, including AI tools
• Demonstrated change management or facilitation experience, with a track record of driving adoption of new ways of working
• Demonstrated experience owning a budget process end-to-end, not just tracking spend
• Excellent organizational skills with the ability to manage multiple workstreams simultaneously
• Strong written and verbal communication skills, with the ability to work confidently with senior stakeholders

WHAT WILL GIVE YOU AN EDGE?

• Experience specifically within a marketing function, versus a generalist ops/PM background
• Data and reporting skills, e.g. building capacity models to identify trends and scaling opportunities
• Experience partnering with or managing external vendors and contractors
• Experience mentoring or guiding junior team members

WHAT'S IN IT FOR YOU?

• Monthly Lifestyle subsidy: Use this for financial, physical, and mental well-being
• WFH set-up allowance: To ensure you have the right environment to work in, we will help you get set up within your first 3 months at UpGuard
• $1500 USD annual Learning & Development allowance: To support your career development, all team members will be able to expense development opportunities against this allowance
• Annual leave: PTO plus two additional UpGuardian leave days to give you time to recharge your batteries.
• 18 weeks paid Parental Leave: Irrespective of parenting role
• Personal Leave Allowance: This includes sick & carer’s leave
• Fully remote working environment: While we have physical offices in Sydney & Hobart, we do not mandate compulsory attendance
• Top-spec hardware: All team members will be provided with top-spec laptops for their role
• Generative AI subsidy: UpGuard provides paid subscriptions for all team members to access generative AI tools to support their work

UpGuard is a Certified Great Place to Work® in the US, Australia, UK and India, establishing its position as a leading global technology employer.

99% of team members agree that UpGuard is a great place to work!

As an Equal Employment Opportunity and Affimative Action Employer, qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, or disability status.

Please Note: Not all roles can be performed from the United States. Please check your specific job listing to confirm its advertised location. If the role you are applying for is listed as based in the US, we are currently only able to support hiring in the following locations: CA, CO, FL, IL, MA, MD, MO, OR, PA, TX, WA, and DC.

Before starting work with us, you will need to undertake a national police history check and reference checks.