Project Manager, Operations

About Whalar

Whalar is a leading independent agency specializing in Creator and Social marketing. We help brands become cultural leaders by harnessing the creative potential of creators globally, operating from hubs in London, Berlin, New York, and Los Angeles.

Role Overview

The Project Manager will spearhead coordination and management of new business initiatives including RFPs and RFIs. Acting as the main contact for all internal project activities linked to potential client engagements, this role demands exceptional organizational abilities, strong communication, and agility in managing multiple projects in a dynamic environment. Tactical focus and efficient execution are essential.

Key Responsibilities

• Manage end-to-end new business processes, ensuring timely delivery of RFP and RFI responses.
• Create comprehensive project plans detailing timelines, deliverables, and resource needs, aligning all involved parties.
• Serve as the central communication point for project teams and stakeholders, maintaining clarity across workstreams.
• Support sourcing and vetting of creators appropriate for proposals.
• Exercise strategic discretion with vendor products/services when applicable to advance projects.
• Organize and lead regular meetings to review progress, tackle issues, and keep teams focused on goals.
• Prepare meeting agendas, track tasks, and enforce timely follow-ups.
• Collaborate cross-functionally to define roles clearly and ensure smooth coordination among New Business, Strategy, Measurement, Paid Media, and Client Services teams.
• Assist Sr. Director of Creator Strategy with ad hoc support as needed.
• Lead the creation of visually appealing and tailored pitch decks in partnership with New Business and Strategy teams.
• Oversee iterative revisions of presentation materials based on feedback.
• Leverage project management tools to monitor progress and supply leadership with updates on risks and resource requirements.
• Proactively identify and address risks or obstacles early to prevent escalation.
• Maintain an organized and accessible internal file system to support team collaboration.

Qualifications

• A minimum of four years' experience in project management, preferably within creator marketing, media, creative, or new business domains.
• Good understanding of social media landscape and creator ecosystems.
• Demonstrated ability to juggle several projects and proposals simultaneously in a fast-paced setting.
• Strong organizational skills with exceptional attention to detail.
• Excellent communication and interpersonal skills, capable of facilitating cross-team collaboration and engaging senior leadership.
• Skilled in timeline management to ensure alignment on objectives and deliverables.
• Proficient in Google Slides for creating structured and engaging presentations.
• A solutions-oriented mindset able to quickly troubleshoot and resolve challenges.

Compensation

The salary range is approximately $85,000 to $95,000 annually, with the final offer reflecting individual experience, expertise, location, and relevant factors.

Company Values

Whalar embraces diversity, equity, and inclusion as foundational principles. We foster a culture rooted in respect, empathy, and belonging, supporting team members of all backgrounds to grow and break barriers.

Benefits

• Comprehensive medical, dental, and vision insurance.
• Generous paid time off including 25 days PTO, sick days, and winter holiday break.
• Retirement plan with employer matching contributions.
• Monthly reimbursements for phone and internet expenses.
• Professional development budget.
• Home office setup allowance for new hires.
• Up to 16 weeks of paid parental leave.
• Paid volunteer days.
• Identity theft protection and legal assistance.
• Company-paid life and disability insurance.
• Optional voluntary insurance plans including life, hospital, critical illness, and pet insurance.
• Employee resource groups supporting inclusion.

Equal Opportunity Employment

Whalar is committed to equal employment opportunities for all without regard to race, color, religion, age, sex, national origin, disability, veteran status, sexual orientation, gender identity or expression, or any other protected characteristic. This commitment extends across hiring, promotions, training, compensation, and other employment conditions.