Project management is a primarily internal-facing function that drives daily internal project operations; this includes managing internal teams across strategy, creativity, and production to ensure quality. Project management is the architect of the workflow and provides a framework to deliver against scope, identifying the right resources and driving forward momentum on projects while ensuring we deliver on time and within budget. PM works across all departments and serves as a process steward and advocate. Project management lends internal support to the account management team to ensure seamless internal operations while allowing account leads to focus entirely on client relationship building and business retention. Project management has unique autonomy to be strategic and aid in driving internal decision-making. Being a consistent and managing thread throughout the entire campaign process from SOW sign-off to product launch, PM is the center of process, continuity, and team synergy.

ESSENTIAL FUNCTIONS

Spearhead the end-to-end management of experiential campaigns, ensuring they are immersive, engaging, and effectively meet campaign objectives. This includes conceptual management, planning logistics, and overseeing the production and deployment of both physical installations and digital experiences
Manages creative projects from inception to deployment on designated accounts, which include but are not limited to:
- Holistic Project setup. PMs are responsible for the initial creative kick-off, internal reviews, and other internal meetings.
- Opening job numbers and POs in PM Software.
- Create and track a project calendar that houses all critical project deadlines.
- Managing internal status reports that outline essential project tasks + activities.
- Ensuring the creative team meets all deadlines on assigned deliverables.
Understand project SOW, budget, and campaign goals.
NetSuite experience is a +. Potential candidates should have the ability to co-implement a NetSuite integration companywide.
Collaborates with the Director of Project Management on ideating and implementing agency-wide processes.
Collaborates with the account to organize and assign internal project tasks.
Collaborates with account management on flagging scope creep.
- The PM must always be a strong liaison between the account and the creative.
File structuring and archiving throughout the project process and at project close to prepare for potential account/campaign audits.
- Reviews and provides insights on asset organization across accounts as needed to promote a centralized system.
Leads the facilitation and execution of internal creative reviews.
Leads and manages internal weekly status meetings, hot sheets, client recap notes, etc., to keep the team in lockstep with daily tasks.
PM should exhibit strong collaboration with production on the following tasks.
- Key facilitator throughout the production process to confirm we’re tracking with the production schedule and communicating any changes or blockers to the team.
- Facilitating weekly hot sheets that outline production tasks.
- Attending key meetings for all production phases, including pre-pro and postproduction reviews, taking notes, and assisting the producer in prioritizing production tasks.
- Assisting in relaying casting and location notes to the account team as needed.
- Scheduling internal + external pre-through postproduction reviews.
- Attending shoots as needed to assist producers in on-set activities (budget permitting).
- Collaborating with/ producers to ensure the timely delivery of creative assets.
General partnership and additional support for the account lead where necessary, i.e., change requests, budget drafting, identifying additional resources, etc.
Performs risk management to minimize project risks.
Assesses accounts holistically and provides resourcing insights to the Director of Resource Management.
- Close and robust collaboration with the creative trafficker to ensure projects stay staffed strategically.
Manages department collaboration meetings (set up, agendas, objectives, meeting flow, meeting notes, etc.)
Drafts Quarter end analysis reports with the Director of PM oversight on designated accounts
Assists in training Junior Project Manager.

Knowledge, Skills, and Abilities:

Proven project management skills with a specialty in experiential marketing, showcasing the ability to bring creative concepts to life in physical and digital spaces.
Have Strong PM Software Acumen (NetSuite is a +)
Have a basic understanding of Adobe Creative Suite and Microsoft Office.
Have strong presentation skills.
Articulate project deadlines with C-suite as needed.
Ensure quality assurance on creative deliverables.
Manage file archiving and centralized systems for all project artifacts.
Aid in completing quarter-end analysis reports to aid in business retention.

QUALIFICATIONS

Minimum of 5 years of project management experience; multicultural agency experience is a plus.
Effective communication skills with a flexible approach.
Strong leadership abilities.
Proven track record in managing multiple projects simultaneously.
Strategic thinking skills, with the ability to assess needs and articulate them clearly.
Exceptional writing and verbal communication skills.
Confidence and accountability in navigating cross-functional team dynamics.
Deep understanding of production, media, and strategy.
Advocacy for process stewardship with a strong leadership presence.
Comprehensive knowledge of all media forms, including digital (social, banners, video, etc.), traditional (print, OOH, etc.), and experiential.

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