Halstead Media · 2 days ago
Special Projects, Systems & Reporting Lead
United States
Full-time
Remote
Mid, Senior Level
$55K/yr - $65K/yrHalstead Media is a fast-growing marketing agency that specializes in helping landscape and outdoor living companies build lasting legacies. The Special Projects, Systems & Reporting Lead will take ownership of high-impact projects, reporting systems, production scheduling, and operational improvements, driving clarity and efficiency across the organization.
AdvertisingSEOWeb Design
Responsibilities
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
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
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
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
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
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
Qualification
Required
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)
Preferred
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)
Benefits
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
Branded company swag
Company
Halstead Media
HALSTEAD provides industry-specific marketing solutions for the lawn, landscape, pool, and outdoor living industries.
Founded in 2013
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Corey J. Halstead
Co-Owner, Founder
Company data provided by crunchbase