Marketing Compliance & Workflow Strategist

About Exact Medicare Company Overview At Exact Medicare, we are committed to creating a superior client experience by understanding and caring for our customers so well that they would never think about leaving us—and want to tell everyone about us! Our team members are empowered by our core values, which drive everything we do. Our Core Values Extreme Ownership: We take ownership of our actions and responsibilities, delivering the best possible results for our clients. Above Reproach: We uphold the highest standards of integrity and ethics in all interactions and decisions. Culture of Candor: We foster a culture of open and honest communication, valuing ideas and feedback to continuously improve. Atomic Growth: We are committed to continuous personal and organizational growth to better serve our clients and community. Position Overview The Marketing Compliance & Workflow Strategist is responsible for managing internal marketing material compliance, carrier submissions, audit readiness, performance tracking, and vendor onboarding oversight. This role will serve as the primary internal contact for ensuring all creative assets meet CMS and carrier guidelines before submission and that all external vendors meet compliance requirements before activation. This position will operate independently from LDZ’s creative leadership and will not maintain any direct communication or coordination with LDZ’s CEO or creative department. Job Duties Compliance & Submission Oversight Manage submission of marketing creatives to carriers and IFG Maintain complete records of all SMID numbers, timelines, and status updates Ensure all marketing content adheres to Medicare Communications and Marketing Guidelines (MCMG) Serve as the internal gatekeeper for compliance prior to final submissions Audit Readiness & Documentation Maintain a centralized log of all marketing submissions and approvals Prepare quarterly audit packets for internal review and IFG reporting Conduct regular reviews of material to ensure continued compliance post-approval Creative Workflow Management Review all incoming marketing materials in its final stages (Creative Submitted to IFG for review) via Trello for compliance using the internal checklist Ensure all checklists are completed before submission Implement version control processes and audit trail policies for creative revisions Vendor & Media Buyer Onboarding Develop and maintain a standardized onboarding workflow for new marketing vendors and media buyers Oversee the collection and review of contracts, compliance attestations, and BAA agreements Coordinate initial compliance orientation and document tracking for all external vendor partners Ensure all vendor processes align with internal and regulatory standards prior to campaign launch Internal Collaboration (No Vendor Contact with LDZ) Work directly with compliance, legal, and Exact Leadership if necessary Receive submissions only from approved internal points of contact (not LDZ creative team) No direct engagement with external vendors affiliated with LDZ, including LDZ leadership Reporting & Performance Metrics Track and report monthly metrics: approval rates, rejection rates, time-to-approval, etc. Build and deliver visual dashboards or presentations for executive review Identify and recommend workflow improvements to reduce submission turnaround times Key Performance Indicators (KPIs): 95% SMID tracking accuracy 100% compliance checklist enforcement pre-submission 30% reduction in rejected creatives within 60 days 100% separation of duties from external vendors 100% completion rate of compliant vendor onboarding packages Minimum Qualifications 3+ years of experience in a regulated marketing environment (healthcare preferred) Familiarity with CMS guidelines and Medicare marketing requirements Strong organizational and communication skills Experience with Trello, Power Automate, and Microsoft Office Suite Reporting Relationship: Director of Compliance