Associate Director, Project Management

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Updated: July 10, 2019
Location: New York, NY, United States
Job ID: 3160

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The Associate Director reports into the Director of Project Management and is responsible for the day-to-day supervision of the Project Management group within their portfolio of brands. The ASSOC. DIR. will be the problem-solving partner to the account leads for all things financial & logistical, leading the agency team to meet its deliverables with both decisiveness and confidence. The ASSOC. DIR. will manage 4-6 or more PMs (at various levels) assigned within a project portfolio. For certain key projects, an ASSOC. DIR. may manage the projects directly.

The ASSOC. DIR. has a pro-active, can-do attitude, with a sense of urgency and willingness to take on additional tasks when necessary. The right candidate will have a strong personality and be direct in team communications, but will exhibit superb professionalism and diplomacy.

The ASSOC. DIR. always projects a calm, positive attitude toward peers and conveys confidence without over-promising expectations. The right candidate will seek to be solution-oriented and build strong relationships across agency disciplines, as well as, with external inVentiv partners and vendors. Strong conflict-resolution skills necessary.

The ASSOC. DIR. exhibits strong leadership skills and collaborative approach to problem-solving. The ASSOC. DIR. is a critical thinker that can both evaluate granular data, yet maintain 'big picture' focus of the overall project portfolio.


Ensuring the financial health of the business portfolios:

  • Monitors project performance w/weekly analysis of hours - ie. weekly financial meetings for all brands within the portfolio.
  • Develop annual scopes in partnership with Account and dept. leads and update as needed. Trains PMs on how to develop.
  • Develop/review project estimates and ensure they are approved internally and externally and entered into Advantage, the financial system.
  • Manage project timelines and cost to approved scopes and estimates, communicating when change orders are required.
  • Identify any financial risk to project budget or forecast.

Oversight of project development:

  • Partners with AS and PM to determine project parameters, goals and intent.
  • Attend project pre-kick and kick-offs to ensure project assumptions are defined and project hours/timing realistic to the project needs.
  • Partner with Resource Director to ensure staffing needs are met and aligned to project/brand workload.
  • Take the lead with more complex/digital work, with a focus on oversight and risk identification/mitigation.
  • Oversees timeline development efforts of PM(s), as well as, developing timelines for complex digital projects for int/ext approval.
  • Oversee project timelines templates are utilized and adapted as needed.
  • Leads lessons learned discussions with team when projects get derailed. This may result in process changes.
  • Is familiar with Client/Brand standards.
  • Has a client facing role when deemed necessary.
  • Support special agency or new business projects as needed.

Agency process:

  • Advocate and champion the Agency processes (including the Digital 5D’s process). Able to define and manage team adherence to work stream and delivery process; ability to identify risks to customizing processes and escalating to senior leads for confirmation prior to adoption as necessary to meet timeline or budget constraints.
  • Partner with Director of Ops on agency projects, workflow optimization, and training.
  • Support onboarding and training new employees.

Resource Management:

  • Ensures proper resources are allocated to projects.
  • Flag when team members have work conflicts that might jeopardize project deadlines.
  • Facilitate resourcing discussions for spikes in work (launch planning, POA planning, etc.).

Problem-solving and leadership:

  • Possesses a holistic view of risk assessment across projects being managed (whether direct or through projects owned by partner PMs under their supervision) both from a logistical and financial perspective.
  • Leads the team with experience and confidence.
  • Works collaboratively and builds trusting relationships across the agency.
  • Always interacts with team in a professional and diplomatic manner.
  • Is a proponent of change management and adapts to new business models.
  • Continually demonstrates strong conflict resolution skills. Fosters problem resolution across core team.
  • Takes initiative and is solutions-oriented.

Project Management team development:

  • Manage 4-6 PMs of varying roles and experience.
  • Ensuring performance management for the group is an ongoing process throughout the year with real-time discussions around areas of improvement and successes through personal observations and 360 feedback.
  • Continually build PM skills to align to dept., and personal goals through 1:1 meetings and trainings.
  • Training and ensuring consistent pull-through of roles and responsibilities.
  • Partner with other ASSOC. DIR. to ensure consistency across the entire dept.

Job Requirements

  • BA/PMP certification, a plus.
  • 7+ years of experience in a PM leadership, supervisory role overseeing digital/print production of pharmaceutical sales materials (print and digital sales aids, iPad applications, videos, responsive websites, banner ads, email tools, 4C print collateral, etc.).
  • Direct management and/or portfolio team management of $10-20M in brand revenue.
  • Demonstrate excellent communication skills.
  • Pharmaceutical ad agency experience with launch, med/legal and FDA 2253/OPDP submission experience.
  • Finance: Proficiency developing scopes, estimates, and weekly project performance reporting.
  • MS Suite: Word, Project, Excel, PowerPoint; Acrobat Professional; web-based paperless routing, project management system administration & finance system experience for estimating / budget monitoring Bottom of Form; knowledge of digital ticketing systems and Client submission systems.

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