Project Manager, Operations

About the role

Whalar is the leading, most awarded, independent Creator and Social agency. We transform brands into cultural drivers by unlocking the full creative power of Creators. 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, and the ability to manage multiple opportunities and stakeholders in a fast-paced environment.

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.

Responsibilities

• Day-to-day Project Coordination:
  • 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.
  • Exercise autonomy to make strategic decisions with vendors' products and services to advance project progress when appropriate.
• Meeting Management:
  • Schedule and lead regular check-in meetings to monitor progress, address challenges, and keep the team aligned.
  • Prepare agendas, track action items, and ensure follow-up after each meeting to guarantee timely task completion.
  • Set up and manage all progress meetings, ensuring each session moves the opportunity forward and aligns with overall business objectives.
• Team Collaboration & Role Management:
  • Work cross-functionally across the New Business team (as well as Strategy, Measurement, Paid Media, and Client Services as needed) to clarify roles and responsibilities.
  • Ensure seamless coordination across departments, preventing overlaps or gaps in responsibilities.
  • Provide ad-hoc support to the Sr. Director of Creator Strategy as needed.
• Deck Creation & Presentation Preparation:
  • 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 continuous improvement.
• Progress Tracking, Risk Management & Admin:
  • Use project management tools to track the status of each workstream and provide regular updates to leadership on progress, risks, and resource needs.
  • Monitor deadlines and coordinate resources to ensure proposal timelines are met.
  • Work closely with the Sr. Director of Operations to prioritize incoming opportunities against team capacity and business goals.
  • Identify potential risks and roadblocks early, proactively resolving issues before they escalate.
  • Maintain a clear and consistent internal file system, organizing shared folders for cross-functional team access.

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 alignment 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.

Pay

The salary range for this role is $85,000 - $95,000 and serves as a general guideline for potential compensation. The final salary offer will be determined based on factors such as the candidate's experience, expertise, alignment with the position's requirements, location, and budget approvals.

Benefits

• Medical, Dental, Vision
• 25 days of PTO + Sick days + Winter break
• Retirement planning with employer match
• Monthly phone/internet reimbursement
• Professional development stipend
• New joiner's home office allowance
• Up to 16 weeks of paid parental leave
• Volunteer days
• Identity theft protection & Legal assistance
• Company Paid Life & Disability Insurance
• Voluntary Life Insurance Policy
• Voluntary Hospital and Critical Illness Insurance
• Voluntary Pet insurance
• Employee Resource Groups