Project Manager I (non-IT)

Job Description:

The Project Manager is responsible for the planning, scheduling and execution of all projects (print and digital) within client Ad Agency (A3). This role works closely with their assigned account manager to help coordinate daily activities within A3 and continue to develop the ongoing relationship with their respective brand teams to keep projects on schedule, on budget and on strategy.

Responsibilities:

• Develop project schedules, allocate resources and communicate project status and schedules to all key stakeholders and ensure deliverables and key milestones are met on time and within budget.
• Conduct regular status meetings with internal teams and clients to review progress, identify risks, and develop mitigation strategies.
• Capture notes and distribute recaps with action items.
• Set up and manage routes for all projects through the internal agency approval process (Kantata, Work Front).
• Understand the Medical/Legal/Regulatory (Veeva) review process and prepare all assets and documentation for submission and review in accordance with Client Promotional Material Review Process.
• Coordinate interactive resources with studio/programming/creative leads.
• Be the primary point of contact for all third-party development/deployment vendors providing regular updates, managing expectations, and addressing any issues or concerns.
• Create, compile, and maintain project and department documentation as needed (technical documentation, server folder structure, spec sheets, estimate tracking, etc.).

Financial Management:

• Track time daily.
• Assist with providing estimates.
• Assist with billing and ensure billing is completed on schedule.
• Adherence to all company-wide financial policies.

Skills:

• Understand Client promotional guidelines including, but not limited to, corporate branding, promotional material development, Veeva Promo Mats review and corporate compliance.
• Understand the Agency Workflow Process including project initiation and kick-off, collaboration, necessary approvals, production and archiving.
• Demonstrate clear and concise written and verbal communication skills.
• Demonstrate the ability to prioritize and multi-task to enhance productivity and manage workload.
• Possess ability to work in a high-volume, rapidly paced environment.
• Proficiency using the Microsoft Suite of products (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and other systems (Kantata/Mavenlink, Workfront).

Accountability:

• Reports to their assigned Client Ad Agency account manager.
• Partners with creative team on project initiatives.

Requirements:

• Bachelor's degree required.
• 1-4 years of related project management experience in ad or creative agency required (minimum). Pharmaceutical experience a plus.
• Strong attention to detail and excellent communications skills: verbal, presentation, written.
• Understanding of print and digital project lifecycles and different project management methodologies/styles.
• Familiarity with print production process, web technologies and digital trends.
• High energy, positive, organized individual who is comfortable in a high-visibility role.
• Great collaborator with ability to focus on both the big picture and small details.

Top Skills:

• Ability to manage large volume of projects at the same time using Smartsheet, Workfront and/or Kantata platforms.
• Proactive, friendly, problem-solving, detail-oriented, organized.
• Skilled at creating and managing project timelines that often fluctuate.
• Pharma, Advertising or Creative Agency Experience (within last 2-3 years).

Preferred:

• Pharmaceutical marketing experience (last 2-3 years).
• Print-production experience.
• Proofreading experience.