Marketing operations Manager

Gaia Wellbeing Marketing is a fractional CMO practice serving purpose-driven founders and organisations in the wellbeing, healing, and social impact space. We help mission-led projects grow through ethical, AI-powered marketing systems — building the infrastructure that lets good work reach the people who need it.

SOULutions is a global education hub and ecosystem for mission-driven fundraising, built around the Trust Loop framework. We help charities, foundations, and impact projects raise funds with integrity, through training, tools, and a shared standard for trustworthy fundraising.

Inner Circle Partners is an influencer and affiliate platform connecting practitioner-led creators in the healing, mental health, and transformation space with aligned brands, matching authentic voices with products that genuinely serve their audiences.

About the role

This role has two co-equal pillars: you own outbound — cold email across three concurrent campaigns, end to end — and you own how we run projects, architecting our Notion workspace and the automations that keep it moving.

You’ll live in Instantly, Make, Airtable, GoHighLevel, Excel and Notion. You’ll know cold email as a craft, you’ll have built funnels and landing pages, and you’ll build the systems that keep the whole operation self-running. I set direction; you run the machine.

What you’ll own

Cold email

• Run outbound across three campaigns — setup, sequencing, sending, optimisation
• Manage Instantly sequences and protect deliverability (warmup, inbox rotation, limits)
• Own suppression lists rigorously — no double-sends, no burned domains, clean compliance
• Build and manage funnels and landing pages, first touch to booked call

Notion PM & automation (core pillar)

• Architect our Notion workspace as the command centre: projects, pipelines, SOPs, dashboards
• Build the automations that drive PM in Notion — status flows, task generation, notifications, cross-database relations
• Bring a point of view on how projects should run, and keep the system tight as things move fast
• Connect Notion to the rest of the stack so data moves automatically

Data, contacts & CRM

• Take my existing contact sheets in Excel — currently scattered and messy — and organise them into clean, structured records
• Build the CRM architecture: how organisations and contacts relate, what fields matter, how records stay deduplicated and segmented
• Set up and maintain contacts in Airtable and GoHighLevel as the single source of truth
• Manage lead lists end to end: import, clean, segment, enrich, suppress

Automation (cross-tool)

• Build and maintain Make automations across Instantly, Airtable, GoHighLevel and Notion
• Run GoHighLevel pipelines and CRM workflows

Reporting

• Own campaign reporting — open, reply, positive-reply, booking rates — and tell me clearly what’s working

Who you are

• You’ve run many cold email campaigns and can talk specifics about what moves reply rates
• You’ve built funnels and landing pages that convert — and can show them
• Notion: advanced — architected workspaces and built automations inside them. Central, not a nice-to-have
• Instantly: advanced — sequences, deliverability, inbox management
• Make: strong — real multi-step automations
• Airtable: strong — relational bases, automations
• GoHighLevel: working proficiency — pipelines, CRM, workflows, funnel/page building
• Excel: strong with large, messy contact lists
• Deep grasp of funnels, email structure, reporting and suppression
• A real point of view on running projects, plus the discipline to hold the system together
• Fluent written English, self-directed, calm running multiple things at once

Bonus

• Influencer marketing experience (outreach, list-building, campaigns)
• Interest in wellbeing or mission-driven work
• Google Workspace familiarity

How to apply

Send me a short Loom walking through (1) a Notion workspace or campaign system you built — show the structure and one automation, (2) a funnel or landing page you built, and (3) how you report on campaigns. I want to see what you’ve actually built and how you’d report to me.