Marketing Communications Specialist

Heartflow is seeking a Marketing Communications Specialist who is equal parts strategic coordinator and creative executor. This is a hands-on, highly versatile role for a marketer who can keep dozens of programs running on time and on brand. This role is the connective tissue across Marketing, Sales and Medical Affairs teams and a roster of external agencies and vendors.

This role is ideal for a proactive, detail-obsessed professional who is a self- starter and highly organized trusted. You are someone who thrives on building strong relationships with both internal stakeholders and external partners, navigating a regulated environment with a dependable, "get-it-done" mindset.

Job Responsibilities:

Document Control, Content Management & Print Management (~40% role)

• On behalf of the marketing department, route clinical and commercial assets through ComplianceQuest (CQ) to secure Legal, Regulatory, and Clinical approvals. Maintain the CQ tracker and shepherd documents through revision cycles. Manage document version control across print and digital so the field is only ever working from the approved current version.
• Manage Showpad, the primary hub for customer facing marketing materials: manage user provisioning via Lumos, organize the content library, tag and version assets, and maintain the Quarterly Toolkit and homepage. Manage video content on YouTube and Vimeo, including uploads, takedowns, and playlist organization.
• Keep the Marketing Resource Kit current as new assets launch. Keep our internal asset repository current as new assets are approved (imagery, source files etc).
• Lead printing vendor partner relationship, American Printing. Manage the print store including uploads, takedowns, and playlist organization. Review print levels regulatory to ensure printing levels are maintained. Close partnership with marketing partners to ensure we optimize print runs.

Budget & Invoicing Oversight (~20% role)

• Manage the full invoicing and PO lifecycle through Zip: submit requests, allocate to correct cost centers and coordinate POs with vendors.
• Budget Oversight: Maintain the marketing budget tracker, reconcile monthly spend, and manage the end-to-end invoicing and purchase order process for all department vendors.
• Itemize and submit LinkedIn ad expense reports through Concur against the correct cost centers. Process Google Ads invoices through Zip on a monthly cadence.

Programs & Conferences (~20% role)

• Execute the CT Quality Awards quarterly recognition program: manage the order sheet, coordinate plates and plaques in both old and new brand, sequence shipments, update Showpad and Pulse communications, and brief design for award-related social content. Partner with Customer Success, Sales team and SKY-CDS (vendor)
• Support conferences by coordinating print literature requests and booth assets via American Printing.

Internal Comms, Collaboration & Process Improvements (~20% role)

• Own the end-to-end production of Heartflow Pulse, the weekly internal newsletter focused on updates to the commercial team. Keep the distribution list up to date. Review analytics monthly and provide recommendations on how to make the newsletter more engaging.
• Assist in maintenance and management of internal project managemental platforms i.e. com, Asana
• Facilitate introductions to creative designers for other functions to support material development (as needed).
• Continuously look for ways to improve processes across the marketing department and leverage AI tools for better workflows and automation.

Skills Needed:

• Positive, energetic personality; comfortable collaborating across a variety of functions
• A can-do and self-starting attitude with strong communication skills
• Excellent organizational, interpersonal, and problem-solving skills
• Flexibility in a fast, high-paced growth culture, including the ability to react, respond, and execute quickly to ad-hoc or real-time opportunities
• Great attention to detail and ability to set, track, and meet deadlines
• Good writing, editing, and proofreading skills
• Able to drive projects autonomously from brief to delivery
• Comfortable presenting to internal and external stakeholders

What Sets You Apart:

• You’re equally comfortable building a plan and rolling up your sleeves to execute it
• You have a sharp eye for brand consistency and don’t let details slip
• You enjoy being the connective tissue between teams, vendors, and ideas
• You’re comfortable navigating formal review and approval processes without losing momentum
• You bring calm, dependable program ownership to a role with a lot of moving pieces

Preferred Experience:

• Bachelor's degree in Marketing, Communications, or a related field preferred
• 2+ years of progressive experience in marketing communications, preferably in a regulated industry (medical device, healthcare, life sciences, or pharma)
• Experience writing and producing content for internal and external audiences
• Demonstrated experience managing external vendors and agencies end-to-end
• Strong working knowledge of PowerPoint, Word, Excel, and Google Suite
• Working knowledge of platforms (e.g., Showpad), CRMs (e.g., HubSpot), project management tools (Monday)
• Design tools such as Figma and the Adobe Suite
• Supporting expense and procurement workflows (Zip, Concur)

Tools You'll Use

Showpad · ComplianceQuest · HubSpot · Monday.com  · Zip · Concur · LinkedIn Campaign Manager · Google Ads · Bitly · YouTube / Vimeo · Google Suite · Microsoft Office · Box · Asana · Trello

An estimate of the base salary compensation is $100,000 plus bonus. #LI-KS1