Project Manager

Project Manager

Circa PMs drive the project lifecycle (ideation, initiation, execution, and completion) for multiple Clients or brands for a broad range of advertising and marketing materials, both print-based and digital. They act as the critical bridge between the Client Engagement Team, Resource Management, and the Creative team to ensure all Client and new business work is delivered on time and on budget. They may also have some Client-facing responsibilities, in support of the Client Engagement Team. PMs ensure proper scope and documentation of projects utilizing tools and resources as outlined by Operations Management. While consistently seeking out opportunities to enhance process and ensure delivery of project excellence at every stage in the process. Previous agency experience is a must.

Job Accountabilities

• Participates in the strategic and creative thinking process to brainstorm the best solutions for client opportunities that the Client Engagement Team has identified
• Understands and creates detailed scope documentation/checklists to ensure client and agency are in agreement before estimating
• Creation of estimates through collaboration with Client Engagement, Creative, and Resource Management Teams; including additional information such as vendor and other OOP costs
• Develops, notates and distributes project timelines in conjunction with Creative, Resource Management, and Client Engagement teams
• Generates, or works with Client Engagement Coordinator, to create detailed work orders and ensures they contain all relevant information for the team to complete the required work
• Creates electronic initiation of project within project management system and servers
• Collects and compiles all project documentation (estimated hours, creative briefs, pub specs, timelines, reference information, digital checklists, etc.)
• Ensures that kick-off meetings are held for all projects
• Communicates project objectives and success criteria across stakeholders in a clear and concise manner
• Oversees and works with Client Engagement Coordinator to route jobs and ensure all items are in order and appropriate sign-offs for each version are complete and any issues are surfaced and resolved
• Provides proactive tracking of projects timelines to ensure on-time delivery of projects; continuous reassessment and revisions to timelines as needed
• Provides proactive tracking of projects expenses (team hours, OOPs, etc.) and identifies and documents scope changes
• Accounts for tracking and analytics needs of projects
• Schedules and holds regular (weekly/bi-weekly) team and client meetings to briefly review the status of all projects and obtain next steps to keep project moving
• Works with Client Engagement Team to prepare and distribute reports to clients as directed (status reports, budget reports, etc.)
• Identifies the completed and cancelled jobs in an efficient and timely manner
• Follows-up on completed projects and coordinates with Client Engagement Coordinator to ensure materials deliver to client
• Works with Resource Management as needed to ensure all final invoices are received and turned over to Finance
• Archives electronic project folders on archive server
• Accurately assess, communicate and manage project risks and issues to supervisor
• Effectively manage conflict negotiation and project escalation
• Anticipate consequences of actions, potential problems, or opportunities for change
• Applies PM skills to manage new business pitch work as needed
• Performs other related duties as required and assigned by supervisor/manager

Job Skills

• Confidence and ability to take charge of a situation, making order out of situations where no clarity or no current project plan exists
• Strong conflict resolution skills with the ability to work well with all personality types
• A strong work ethic that includes a “get the job done” attitude
• Relentless attention to detail, natural organization skills, with the ability to organize others
• Excellent communication skills and a can-do attitude. Must enjoy engaging with team members to understand and solve challenges
• Comfortable with project planning tools and concepts such as task dependencies, Gantt charts and other common concepts
• Able to prioritize and manage multiple concurrent tasks/projects in a fast-paced deadline driven environment and deliver quality results
• Capacity to understand dynamics of multi-discipline teams and resolve team-related issues that could impact deliverables

Job Requirements

• BA/BS degree
• 5-10+ years project management experience in an advertising/digital agency
• Healthcare/pharmaceutical experience preferred
• Solid understanding of an agency environment
• Knowledge and expertise managing integrated communications deliverables including videos, websites, mobile apps, social media initiatives, as well as collateral materials
• Project Management Certification a plus
• Knowledge of the following software and systems:
— Microsoft Office—Word, Excel, PowerPoint
— Workamajig (preferred but not required)
— Collaboration tools, ie, WebEx, SharePoint, Proof HQ

At Circa, we’re all about CREATING MORE…

Circa is a growing, full-service, strategic communications agency specializing in health and wellness for animals and people and we are located in the western suburbs of Philadelphia. We provide our clients with great strategic thinking, great creative, and the same passion that they have for their products and brands. It’s a fun atmosphere where animal lovers, and even their dogs, cats, and chickens (yes, chickens!), will feel welcome! We offer competitive salaries, comprehensive health benefits, a 401k plan, and the ability to take ownership of your work.

Please note that out-of-area candidates are welcome to apply; however, we do not offer relocation expenses.


Meet Some of Circa Healthcare's Employees

Dan F.

Project Manager

Dan serves as the connection point between Circa Healthcare's Client Services and Creative Teams—establishing timelines and budgets for each project that comes in.

Kristy W.

Senior Art Director

As Senior Art Director, Kristy works with copywriters on the Creative Team. She oversees the development of strategic, customized branding campaigns and marketing solutions to suit client needs.


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