Associate Director, Project Management

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Updated: May 25, 2021
Location: New York, NY, United States
Job ID: 130517

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You know that the outcome of a project hinges on two things: the plan and the people.

You are the glue that holds these two together. You easily maneuver the precarious path of maintaining the strategy and pace of a project, while keeping your team engaged and enthusiastic. You know what needs to be done, and your penchant for strategic delegation and problem-solving makes you a natural fit for this Associate Director, Project Management position with GSW.

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.

GSW is a full-service healthcare communications agency that goes beyond advertising to create personalized brand experiences. We develop strategic marketing solutions for pharmaceutical, biotech and health-and-wellness clients around the world. We create experiences that involve, inspire, educate and activate people through ongoing brand journeys.


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.

GSW turns against the premise of doing the “same old.” Our culture is focused on collaborative, meaningful advertising and day-to-day interpersonal interaction. We value the diverse backgrounds of our team members, and everyone has the opportunity to provide input and be heard. GSW is comprised of creative, motivated individuals who are all here for a reason. We welcome those who strive to work above and beyond their role, who voice their opinion and who are engaged in all aspects of the agency.

At GSW, “speak people” is part of our every day. Our employees are inventing ways to go further, faster, thus giving purpose to liberating ideas within healthcare advertising.

GSW is part of Syneos Health Communications, a purpose-built collective of agencies focused on supporting health and biopharmaceutical innovators. We work in scalable, collaborative teams that partner across disciplines and geographies to deliver integrated communications strategies that accelerate brand performance. In today’s fast-changing and complex environment, success lies in making connections: between science, emotion, and technology; between data, design and human insight. We’re able to make those connections because our medical communications, digital, advertising, public relations, data science, research and market access specialists work closely with each other and with healthcare experts, including physicians, pharmacists and advocates. Together, we are the connected healthcare partner tapping rich insights to drive innovation, change behavior and pioneer a new era of accountable marketing.

Syneos Health Communications is powered by Syneos Health, a global professional services organization designed to help the biopharmaceutical industry shorten the distance from lab to life.

WORK HERE MATTERS EVERYWHERE | How will you accelerate bringing new therapies to patients?

Syneos Health is an affirmative action/equal opportunity employer (Minorities/Females/Vet/Disabled) 

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