Project Manager – Global

Role Overview

• Oversee multi-stream teams executing 360 strategies for global clients across Karla Otto offices
• Coordinate cross-office teams (from entry-level to VP) to ensure timely, high-quality deliverables
• Lead client and internal meetings; set agendas, guide discussions, and ensure clear outcomes and fulfilment of action items
• Develop and maintain project plans, timelines, budgets, and workback schedules
• Act as the main point of contact for clients, consolidating communications across local markets
• Build trust with both clients and internal global teams through clear and consistent updates
• Disseminate key updates and ensure alignment across regions and departments
• Maintain clear team structure documentation and update as needed
• Establish and implement efficient workflows, roles/responsibilities, and reporting structures
• Streamline internal communication and create cohesive messaging for clients
• Coordinate scheduling and availability checks across time zones and teams
• Prepare project briefs, kick-off documents, scopes of work (SOWs) and budgets with input from internal teams
• Share regular reporting templates and consolidate global updates into client-facing reports
• Work with finance to manage client billing, job codes, and invoice tracking
• Act as liaison between finance and client for any invoicing or payment-related matters
• Partner with the legal team to set up project agreements and oversee contract execution
• Facilitate internal approvals and ensure all documents are routed properly for sign-off
• Build detailed timelines and coordinate deliverables in the lead-up to events
• Act as the key liaison between clients, KO teams, and external vendors
• Lead project management for new business RFPs and pitches
• Translate RFPs into actionable briefs, workback schedules, and team coordination plans
• Organize internal communication channels, meetings, and deliverables for pitch processes

Requirements

• At least 5-7 years working in a similar role with experience across strategy, production, content production etc
• Strong project management and organizational skills
• Excellent interpersonal and client relationship management
• Comfortable working across global time zones and coordinating diverse teams
• Confident to manage upwards both internally and externally
• Ability to handle sensitive information with discretion
• Experienced in managing timelines, budgets, and cross-functional deliverables
• Impeccable attention to detail

Benefits

• Positive can-do attitude who is a good motivator
• Comfortable in a fast-paced, agency environment
• Strong taste level, prior experience across fashion, lifestyle, music, art etc.
• Black book of contacts / collaborators for project execution