Special Projects, Systems & Reporting Lead
Work from anywhere while owning the systems, tools, and initiatives that keep a fast-growing marketing agency operating with clarity and confidence. As a Halstead Media Special Projects, Systems & Reporting Lead, you’ll take the lead on high-impact projects, reporting systems, production scheduling, and operational improvements—often before someone asks for them.
This role is for a self-starter who learns fast, figures things out, and makes the business better through smarter tools, clearer processes, and better visibility. Alongside meaningful ownership, you’ll enjoy benefits designed to support your life and career: remote flexibility, paid training and professional development, snack/coffee/tea subscriptions, premium medical (100% company-paid for employee), dental (50% company-paid) with optional vision, 15 PTO (includes vacation and sick) days to start plus paid holidays, 401(k) with match, and branded company swag.
What You’ll Do
This is not a “wait for instructions” role. You’ll proactively take ownership of projects, systems, training, reporting, and scheduling—learning tools quickly, identifying improvements, and enabling others to work more effectively.
Special Projects Ownership
Own cross-functional special projects from idea through execution—defining scope, timelines, owners, and success criteria.
Break ambiguous initiatives into clear, actionable plans without needing constant direction.
Drive momentum across departments by removing blockers, clarifying decisions, and holding follow-through.
Identify risks early and escalate thoughtfully with recommendations, not just problems.
Ensure projects result in lasting improvements—not temporary fixes.
Tools, Systems & Optimization
Learn new tools quickly and deeply—becoming the internal expert others rely on.
Evaluate how tools are being used today and identify opportunities to optimize workflows, reduce friction, and improve reliability.
Configure, document, and refine systems and tools to support scale and consistency.
Identify gaps between how tools could be used and how they are being used—and close them.
Partner with leadership to support tool rollouts, system migrations, and process updates.
Training, Documentation & Enablement
Create clear, practical training materials (guides, SOPs, walkthroughs, recordings) that help teams adopt tools and processes confidently.
Lead training sessions for individuals or groups as needed—live or recorded.
Keep documentation current, usable, and easy to follow.
Reduce repeat questions and rework by building systems people can actually use.
Reporting & Visibility
Own internal and client-facing reporting systems—ensuring accuracy, consistency, and clarity.
Build recurring reports and dashboards that surface trends, risks, and insights—not just raw data.
Ensure metric definitions are clear and aligned across teams.
Translate data into insight: what happened, why it matters, and what should change next.
Support leadership with executive-ready summaries that enable confident decision-making.
Production Schedules & Operations Tasks
Own production schedules across recurring deliverables and special initiatives—ensuring work is planned, sequenced, and visible.
Coordinate timelines and capacity realities across teams so deadlines are predictable and avoidable fire drills are reduced.
Track and manage operational tasks that keep work moving (intake coordination, handoffs, follow-ups, routing, status checks, schedule hygiene).
Identify schedule risks early and drive resolution with the right owners.
Create lightweight scheduling systems that teams actually use—clear enough to run the business, simple enough to maintain.
Process Improvement & Initiative Leadership
Continuously look for ways to improve how work gets done—tools, handoffs, reporting, scheduling, or communication.
Propose and implement process improvements independently, with clear rationale and expected impact.
Act as a problem-solver and connector across teams when things don’t fit neatly into one department.
Bring a bias toward action: test, learn, refine.
You’ll Thrive in This Role If You:
Learn new tools quickly and enjoy becoming the “go-to” person.
Are self-led, resourceful, and comfortable figuring things out without a playbook.
Take initiative and move projects forward without waiting for permission.
See inefficiencies and feel compelled to fix them.
Communicate clearly and confidently across levels—from tactical teams to leadership.
Balance attention to detail with the ability to see the bigger picture.
What Success Looks Like
Special projects move forward smoothly with minimal oversight.
Production schedules are clear, maintained, and trusted—reducing missed handoffs and last-minute chaos.
Teams adopt tools and processes more easily because training is clear and practical.
Leadership trusts reporting because it’s accurate, consistent, and insightful.
Operational friction decreases as systems improve.
You’re seen as a dependable, proactive force who makes the company run better.
Required Experience
Experience leading cross-functional projects or initiatives.
Demonstrated ability to learn and implement new tools quickly.
Experience creating training materials, SOPs, or internal documentation.
Strong organizational, analytical, and communication skills.
Comfort working in modern tools (Slack, Zoom, project management systems, reporting platforms).
Bonus Experience
Experience with HubSpot (CRM, email, workflows, reporting, dashboards).
Strong project management background (timelines, dependencies, stakeholder coordination, delivery systems).
Understanding of marketing performance (paid media, SEO, lifecycle, conversion tracking, lead quality, and KPI interpretation).
Experience building or owning production schedules in an agency or service business environment.
Process improvement / operations experience (systems thinking, documentation, adoption, change enablement).
About Halstead
Halstead Media Group helps landscape and outdoor living companies eliminate instability, fuel growth, and build lasting legacies with specialized, year-round marketing systems.
We’re a fast-growing, performance-driven team that values ownership, clarity, and action. Clients stay with Halstead because we don’t just execute—we build systems that scale, communicate clearly, and deliver results without chaos.