Marketing Operations Manager

Manager, Promotional Operations

The Manager, Promotional Operations plays a key role in supporting brand direction for custom assets by understanding the relationship between pharmaceutical marketing strategy, brand positioning, and regulatory requirements. This role partners closely with reg ops, medical, account, and creative/development teams to ensure programs remain compliant while effectively supporting the client’s broader brand and marketing objectives.

This position helps manage program workflows, including brand alignment/core assets to be utilized, management of Medical/Legal/Regulatory (MLR) submissions and the internal development of promotional assets. The Manager, Promotional Operations ensures that materials move efficiently through client concept review, internal routing, regulatory review, and final deployment while maintaining compliance with client standards and supporting brand strategy.

About the Company

We are a fast-growing healthcare media company headquartered in Palm Beach, FL. Operating with a fully remote workforce, we prioritize flexibility and innovation in all we do. Our team thrives on testing and evolving strategies, moving quickly, and embracing change as part of our journey toward impactful solutions.

Since launching in 2001, Healthcasts has become the leading resource 'for physicians by physicians' . Healthcasts collaborates with top medical institutions, organizations and brand partners to deliver personalized information digitally, on all internet devices to physicians who are increasingly pressed for time.

By listening to and gathering feedback from physicians, Healthcasts has revolutionized the way that doctors gain information — offering on-demand access to only the information they need, from the most esteemed thought leaders and influential peers.

Essential Duties & Responsibilities

Brand & Strategic Alignment

• Develop a strong understanding of the client’s brand strategy, therapeutic area, and marketing objectives.
• Support brand direction by ensuring promotional materials align with approved messaging while meeting regulatory standards.
• Partner with medical, reg ops, account and creative teams to balance brand goals, marketing impact, and regulatory compliance.
• Provide operational insight into how regulatory requirements may impact campaign development, messaging, and timelines.
• Maintain awareness of labeling updates, clinical data changes, or regulatory guidance that may affect brand communications.

Regulatory Operations & MLR Management

• Manage preparation, routing, submission, and tracking of promotional materials through client Medical/Legal/Regulatory (MLR) review processes.
• Develop strong expertise in client-specific regulatory guidelines, submission platforms (e.g., Veeva), and approval workflows.
• Prepare submission packages and ensure all materials meet regulatory and documentation requirements prior to review.
• Track asset approvals, expiration dates, and regulatory milestones across all assigned programs.
• Participate in MLR review meetings and manage post-review revisions, resubmissions, and approval documentation.
• Maintain submission templates, regulatory guidance documents, and submission system access.

Program Management & Internal Workflow

• Liaise between all stakeholders (internal teams, vendor partners and clients) to make sure all sold client deliverables are communicated about clearly to all involved, are feasible/possible within timeframe discussed and that teams are accountable for successful delivery
• Serve as the operational project lead for regulatory workflow across assigned programs.
• Develop and manage program timelines and trackers to ensure regulatory and operational milestones are met.
• Manage internal routing and review of promotional assets across creative, content, development, and medical teams.
• Maintain project management systems (e.g., Monday.com) to track progress, submissions, and approvals.
• Monitor timelines and proactively identify risks related to regulatory review or program execution.

Promotional Asset Development & Quality Control

• Oversee the internal development and routing of promotional assets from concept through regulatory approval.
• Review materials to ensure accuracy, alignment with approved briefs, and adherence to regulatory guidance.
• Validate images, claims, captions, references, and links against client-approved content and supporting documentation.
• Coordinate with QA and technical teams when additional validation is required prior to submission or launch.

Campaign Launch & Lifecycle Management

• Coordinate operational readiness for digital campaign launches, including final asset approvals and staging checks.
• Partner with operations and QA teams to support launch timelines and deployment readiness.
• Track campaign launch dates, approval timelines, expiration dates, and asset deactivation schedules.
• Ensure campaigns remain compliant throughout their lifecycle.

Client & Cross-Functional Collaboration

• Provide regulatory and workflow updates to internal teams and clients as needed.
• Communicate MLR feedback and required revisions to creative, medical, and development teams.
• Support status meetings and internal check-ins related to regulatory workflow and program progress.

Qualifications

• Experience in regulatory operations, project management, or account/program management within pharmaceutical, healthcare, or medical marketing environments.
• Strong understanding of pharmaceutical promotional regulations and the Medical/Legal/Regulatory (MLR) review process.
• Experience working with regulatory submission platforms such as Veeva preferred.
• Familiarity with the development and lifecycle of pharmaceutical promotional materials.
• Strong project management, organizational, and cross-functional collaboration skills.
• Ability to balance regulatory requirements with brand strategy and marketing objectives.

Healthcasts take your privacy and data security very seriously. For your protection, we will communicate only through Linked-In, or email from the “HCTGllc” domain.

For example: John.Smith@HCTGllc.com