Operations Project Manager

Job Title: Operations Project Manager

Level: Director

Work Location:  New York, NY (Hybrid)

Start Date: ASAP

Named one of WorkLife’s 50 Best Places to Work and one of Fast Company's Most Innovative Companies, Whalar Group is a global creator company on a mission to liberate the creative voice. 

Creators are at the heart of everything we do! We are a curious, diverse team of 300 individuals around the world who are passionate about the Creator Economy. Our proximity, understanding, and trust of creators evolved into a first-of-its-kind creator ecosystem. Under Whalar Group, there are six companies: Whalar, a global creator agency; Whalar Talent, a full-service, 360° creator and talent management

About the role:

The Director of Operations will play a critical role in managing and coordinating new business RFPs and pitches, acting as the point person for all internal project-related activities. The ideal candidate will have a passion for organization, exceptional communication skills, and the ability to manage multiple projects in a fast-paced environment.

Here’s what you’ll do on the day-to-dayProject Coordination:

• Manage and oversee the entire process of new business projects, ensuring all milestones are met and projects are delivered on time.
• Develop detailed project plans, including timelines, deliverables, and resource allocation, ensuring all stakeholders are aligned on goals and deadlines.
• Act as the central point of contact for all new business workstreams, facilitating clear communication between internal teams and stakeholders.

Meeting Management:

• Schedule and lead regular check-in meetings to monitor progress, address challenges, and keep the team aligned.
• 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 project forward and aligns with overall business objectives.

Team Collaboration & Role Management:

• Work cross-functionally with teams (creative, sales, marketing, operations, etc.) to clarify roles and responsibilities, ensuring each team member understands their contribution to the project.
• Ensure seamless coordination across departments, making sure tasks are completed according to plan and that there are no overlaps or gaps in responsibilities.
• Provide leadership and guidance to keep the team on track and address any bottlenecks or roadblocks promptly.

Deck Creation & Presentation Preparation:

• Spearhead the development of presentations and pitch decks for new business opportunities, working closely with the creative 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 & Reporting:

• Use project management tools to track the status of each workstream and provide regular updates to leadership on progress, risks, and resource needs.
• Ensure project timelines are met by continuously monitoring deadlines and coordinating resources as needed.
• Implement and maintain reporting structures that allow for easy visibility into the status of projects for all stakeholders.

Risk Management & Problem Solving:

• Identify potential risks and roadblocks early in the project lifecycle, proactively working with the team to resolve any issues before they escalate.
• Troubleshoot and resolve challenges as they arise, ensuring that project momentum is maintained.

Here’s what we’re looking for:  

• 8+ 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 simultaneously in a fast-paced environment.
• Experience with project management tools such as Asana, Monday.com, Trello, or similar software
• 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 PowerPoint or Google Slides, with a strong understanding of how to structure and design compelling presentations.
• Problem-solving mindset with the ability to navigate and resolve issues quickly and efficiently.

This hybrid role, based in Hudson Yards, NY, offers flexibility and collaboration, allowing you to choose any three days a week to work from our vibrant office. Enjoy a collaborative environment with top-tier amenities, including beverages, snacks, and weekly happy hours, fostering productivity and camaraderie. This position combines the best of both worlds, offering the freedom to balance in-office interactions with remote work flexibility.
The salary range for this role is $115,000 - $135,000 and serves as a general guideline reflecting the potential compensation for the role. 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, and, ultimately budget approvals.

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 Home office allowance 
• Fertility benefits
• Up to 16 weeks of paid parental leave
• Calm App subscription (Add up to 4 dependents)
• Volunteer days
• Identity theft protection & Legal assistance
• Company Paid Life & Disability Insurance
• Extra Voluntary Life Insurance Policy
• Voluntary Hospital and Critical Illness Insurance
• Voluntary Pet insurance
• Employee Resource Groups

Our values:

At Whalar Group, 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 Group 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. Learn more. 

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.