Project Manager, Operations

Whalar Group•New York, NY

7d•$85,000 - $95,000•Onsite

About The Position

The Project Manager will play a critical role in managing, coordinating and advancing new business opportunities — including but not limited to RFPs and RFIs — acting as the point person for all internal project-related activities tied to prospective client pursuits. The ideal candidate will have a passion for organization, exceptional communication skills & the ability to manage multiple opportunities and multiple stakeholders in a fast-paced environment. The ideal candidate will be laser-focused on tactical and efficient execution. New business projects include (but are not limited to): RFP and RFI response management, pitch and proposal development, cross-functional coordination between New Business and Client Services teams, and prioritization of incoming opportunities in partnership with the Sr. Director of Operations.

Requirements

4+ years of project management experience, ideally in creator marketing, media, creative, or new business environments.
Understanding and knowledge of social media and creators.
Proven ability to manage multiple projects and proposals simultaneously in a fast-paced environment.
Strong organizational and multitasking abilities, with a keen attention to detail.
Excellent communication and interpersonal skills, capable of managing cross-functional teams and liaising with senior leadership.
Ability to create and manage timelines, ensuring that all team members are aligned with project goals and deliverables.
Proficiency in Google Slides, with a strong understanding of how to structure and design compelling presentations.
A resilient, problem-solving mindset with the ability to navigate and resolve issues and feedback quickly and efficiently.

Responsibilities

Manage and oversee the entire process of new business opportunities, RFPs and RFIs, ensuring all milestones are met and proposals are delivered on time.
Develop detailed project plans, including timelines, deliverables, and resource allocation, ensuring all stakeholders (internal and external) are aligned on goals and deadlines.
Act as the central point of contact, and source of truth, for each opportunity's workstreams, facilitating clear communication between internal teams and stakeholders.
Support creator sourcing for proposals, identifying and vetting talent that aligns with each opportunity's needs.
When appropriate, the project manager will have autonomy to make strategic decisions with vendors' products and services in effort to advance project progress.
Schedule and lead regular check-in meetings to monitor progress, address challenges, and keep the team aligned and making progress.
Prepare agendas, track action items, and ensure follow-up after each meeting to ensure tasks are completed in a timely manner.
Set up and manage all progress meetings, ensuring each session moves the opportunity forward and aligns with overall business objectives.
Work cross-functionally across the New Business and Client Services teams (as well as Strategy, PR/Marketing, and Client Teams as needed) to clarify roles and responsibilities, ensuring each team member understands their contribution to the proposal.
Ensure seamless coordination across departments, making sure tasks are completed according to plan and that there are no overlaps or gaps in responsibilities.
Provide ad-hoc support to the Sr. Director of Creator Strategy as needed.
Spearhead the development of presentations and pitch decks for new business opportunities, working closely with the New Business and Strategy teams.
Ensure decks are visually appealing, well-structured, and tailored to meet the needs of prospective clients or partners.
Manage revisions and updates to decks based on feedback from meetings, ensuring that each presentation improves from the last.
Use project management tools to track the status of each workstream and provide regular updates to leadership on progress, risks, and resource needs.
Ensure proposal timelines are met by continuously monitoring deadlines and coordinating resources as needed, and work closely with the Sr. Director of Operations to prioritize incoming opportunities against team capacity and business goals.
Identify potential risks and roadblocks early in the opportunity lifecycle, proactively working with the team to resolve any issues before they escalate.
Ensure the internal saved file system is clear, consistent, and adhered-to by appropriate internal teams, including organizing shared file folders for cross-functional teams to access.