Project Manager, Operations at Whalar Group in New York City, NY

Job Title: Project Manager
Location: New York, NY
Start Date: ASAP
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.
We go beyond the conventional social and influencer strategy. We have the technology and methodology to tap into the beating pulse of communities, listen to nuances that move culture, and connect brands in ways that make them unforgettable.
With hubs in London, Berlin, New York, and Los Angeles, our reach is global. Learn more: https://www.whalar.com/
About the role:
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.
Here’s what you’ll do 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.
When appropriate, the project manager will have autonomy to make strategic decisions with vendors' products and services in effort to advance project progress.
Meeting Management:
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.
Team Collaboration & Role Management:
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.
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 that each presentation improves from the last.
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.
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.
Here’s what we’re looking for:
6+ 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.
The salary range for this role is $85,000 - $95,000 and serves as a general guideline for the potential compensation. The final salary offer will be determined based on a comprehensive evaluation of factors such as the candidate's experience, expertise, alignment with the position's requirements, location, and, ultimately, budget approvals.
Our values:
At Whalar, diversity, equity, and inclusion (DEI) isn't just a statement, it's our collective strength. Our people are our superpower. A diverse team and inclusive leadership have shaped Whalar since our inception in 2016, fueling a constant evolution of growth. We champion a culture of respect and empathy, fostering a sense of belonging that transcends demographics. We hire individuals of all backgrounds and empower them to thrive, challenge stereotypes, and actively break societal barriers.
The perks:
Whalar provides flexible benefits and collaborative work environments/experiences, so employees can work productively in a setting that best and uniquely suits their needs.
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
Whalar provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Equal opportunity extends to all aspects of the employment relationship, including hiring, promotions, training, working conditions, compensation, and benefits.