Associate Director, Project Management

Inizio Evoke is a company focused on providing a clear professional development path for its employees. The Associate Director of Project Management will lead the execution of client initiatives, ensuring that projects are delivered on time, within budget, and aligned with strategic goals.

Responsibilities:

• Acts as a key project point of contact across multiple client accounts, ensuring project delivery aligns with client objectives, timelines, and expectations
• Coordinates and facilitates status calls, preparing agendas, capturing detailed action items, and tracking follow-ups to ensure project milestones are clearly communicated and met
• Develops client-facing project documentation (e.g., timelines, workback plans, status reports) with a high level of accuracy and minimal oversight, maintaining quality and consistency under tight deadlines
• Reviews all deliverables and communications for clarity, accuracy, and alignment with client goals before distribution, ensuring a high bar for quality and attention to detail
• Effectively manages project timelines, budgets, and deliverables—communicating changes proactively and working with internal teams and external partners/vendors to keep projects on track
• Proactively provides updates on project status, flagging risks early and offering solutions without being prompted
• Demonstrates an understanding of client priorities and operating styles, adapting workflows and communication approaches to fit each account’s unique structure
• Continuously seeks ways to improve the client and internal experience—looking ahead to anticipate needs and identifying opportunities to add value through project execution
• Recognizes the impact of missed deadlines or misaligned deliverables and takes ownership of ensuring client expectations are met or exceeded at every stage
• Stays informed on client industries and areas of interest, bringing relevant insights or efficiencies to project planning and execution
• Demonstrates a strong commitment to continuous learning, actively contributing to team growth and operational excellence through thoughtful project planning and execution
• Shows initiative and problem-solving capabilities—independently navigating challenges when appropriate, and collaborating with team members to find effective solutions
• Effectively partners with cross-functional teams (creative, strategy, media, medical, etc.) to align on deliverables, clarify project direction, and keep timelines and expectations on track
• Models and promotes company values, helping to foster an inclusive, respectful, and supportive team culture
• Takes ownership of personal development—regularly seeking feedback and identifying areas for improvement to evolve project management skills
• Works collaboratively and constructively with internal and external teams, recognizing when to step in to help or offer support beyond formal responsibilities
• Maintains clear, consistent, and proactive communication across teams and platforms to ensure everyone is aligned on project status, priorities, and responsibilities
• Responds positively and promptly to requests from colleagues, always contributing to a culture of responsiveness and reliability
• Provides occasional operational or logistical support for broader team needs, including ad hoc tasks or special initiatives as required by leadership
• Clearly and confidently communicates project details, timelines, and expectations across internal teams and with clients, both in writing and verbally
• Takes initiative to lead project-related discussions during client and internal meetings, providing updates, clarifying next steps, and addressing any potential risks or blockers
• Prepares thoroughly for all meetings—bringing relevant project materials, ensuring agenda items are covered, and documenting key outcomes and actions
• Supports the creation, editing, and proofing of client-facing materials, timelines, and decks to ensure clarity, accuracy, and alignment with objectives
• Continually builds understanding of the pharmaceutical industry and client business priorities, while remaining informed on the tools and platforms commonly used
• Actively listens and synthesizes fast-moving discussions to draw connections, flag gaps, or ask thoughtful follow-up questions to ensure full understanding of client and team needs
• Fosters strong working relationships with colleagues, clients, and vendors by being proactive, solutions-oriented, and dependable in communication and execution
• Effectively manages workload by prioritizing tasks, anticipating upcoming needs, and staying ahead of deadlines—minimizing the need for follow-ups or reminders
• Tailors communication and documentation based on the audience, demonstrating a clear understanding of the nuances of pharma communications and regulatory requirements
• Understands and operates within the client’s compliance environment and review process
• Maintains strong foundational knowledge of the assigned accounts, project scopes, and client expectations, while aligning with Inizio Evoke Comms standards and practices
• Actively contributes to new business and organic growth opportunities by participating in brainstorms, offering operational insights, and identifying potential efficiencies or enhancements
• Supports the development of new business materials, including timelines, scopes of work, project plans, and resource estimates; contributes research and coordination as needed
• Takes initiative in learning internal processes, tools, and procedures to better support new client onboarding and cross-functional collaboration
• Demonstrates a strong understanding of the agency’s mission, service offerings, and project management capabilities—positioning the team as a trusted and strategic delivery partner
• Identifies ways to optimize project delivery for existing clients, contributing to retention and expansion efforts by ensuring smooth execution and high satisfaction
• Consistently achieves billability goal of 90%
• Completes timesheets accurately and on time each week
• Collaborates with operations and finance teams to ensure project budgets and resourcing, are clearly defined, documented, and communicated
• Partners with external vendors to ensure work is delivered to agreed specifications, timelines, and quality standards—ensuring contracts and POs are in place prior to commissioning work
• Manages the timely processing of financial documents (e.g., purchase orders, invoices, expenses), ensuring all costs are aligned with proper job numbers and scopes
• Develops working knowledge of Inizio Evoke Comms financial tools and systems, and understands how project decisions impact financial performance and client satisfaction
• Takes the initiative in seeking training on company processes/procedures
• Participates in all mandatory training sessions and identifies opportunities for additional training opportunities
• Proactively supports diversity, equity and inclusion (DEI) initiatives and actively engages in efforts to personally learn/grow and drive change at broader level
• Contributes to internal workstream and/or company initiatives as appropriate. Attends all company meetings and town halls

Requirements:

• Proven experience in project management, particularly in leading complex, cross-functional projects
• Strong understanding of project management processes and tools
• Ability to forecast resources, manage capacity, and balance workloads
• Experience in risk management and scenario planning
• Strong communication skills, both written and verbal
• Ability to develop client-facing project documentation with high accuracy
• Experience managing project timelines, budgets, and deliverables
• Ability to build strong relationships with clients and stakeholders
• Experience in mentoring junior project managers
• Strong problem-solving capabilities and initiative
• Ability to work collaboratively with cross-functional teams
• Commitment to continuous learning and personal development
• Strong understanding of the pharmaceutical industry and client business priorities
• Ability to contribute to new business and organic growth opportunities
• Experience in financial management related to project budgets
• Ability to maintain clear and proactive communication across teams
• Experience in supporting diversity, equity, and inclusion initiatives