Sr. Project Manager

Viral Nation specializes in building social-first ecosystems for brands to connect with the modern consumer journey. The Sr. Project Manager is responsible for the operational execution of integrated programs, ensuring alignment across teams and effective project delivery.

Responsibilities:

• Maintain a master program tracker as the single source of truth across all assigned accounts - action items, resource links, work-back schedules, COE allocations, deliverables status, and project status, etc
• Ensure consistency in project scope, establish key phases, define milestones, and set timelines
• Proactively flag scope drift and compressed timelines before they create downstream risk
• Build and maintain internal and external work-back schedules in advance
• Scan continuously for gaps, compressed timelines, budget pressure, and cleanup opportunities
• Proactively ensure that all cross-functional teams are informed and aligned
• Support the VP of Client Services to monitor budget and hours and their burn, pacing, and utilization across active scopes
• Pull exports, run calculations by staff and department, review month-over-month trends, identify drivers, and surface risk with clear recommendations to leadership
• Document and consolidate learnings and optimizations that can be applied downstream
• Set-up and maintain project infrastructure - Internal kick-off documents, folder structure, slack channels, Monday.com boards, campaign management trackers, timelines, and shared documentation
• In partnership with VP of Client Services, schedule and assign appropriate resources for project completion
• Forecast capacity, reallocate as needed, balance workload, flag capacity gaps before they become delivery problems, and build staffing recommendations when demand exceeds supply ensuring tasks are completed on schedule
• Own utilization and team time-tracking workflows end to end - set resource allocations prior to campaign kickoff, conduct bi-weekly time audits and monthly program health audits, and chase COEs to correct misbilled time entries
• Provide high-level burn and pacing summaries with insights and trends to client services leadership (VPs, Directors & ADs)
• Communicate risk early and pair it with a recommended path forward
• Schedule and lead internal meetings - standups, workflow meetings, internal reviews, and status syncs - including navigating calendar conflicts across teams
• Ensure note-taking for all internal meetings (manual and via Gemini Notes/Transcript)
• Distribute post-sync recaps, add notes to channel canvas, and track follow-up actions to completion
• Provide timely updates and documentation to internal teams - status, next steps, timeline shifts, and budget implications
• Attend client status meetings and briefings as needed, based on CSL guidance
• Hold weekly syncs with AS and ADs and schedule one-off sessions with creative, strategy and BI leads to discuss wins, pain points, and optimizations
• Collaborate with Producers to coordinate creative development logistics - schedule brainstorms, build production timelines, and integrate all creative and production milestones into the master WBS across pre-production, shoot, and post-production phases
• Support content calendar production by conducting feasibility reviews against full program scope, resource availability, paid flight dates, and production runway - track calendar adherence and flag slippage early
• Collaborate with Producers to drive clarity and cohesion within the post-production review cycle
• Track internal review timelines against master WBS and client timeliness, ensure clarity and efficiency in routing assets to correct client stakeholders (via collaboration and management of agency tools- i.e. Monday.com) communicate effectively with Producers to ensure asset versioning recutting and repurposing aligns with feedback and timing,, and escalate bottlenecks that risk the timeline
• Own the handoff from production to posting and paid - collaborate with Producers to confirm assets are final, formatted, tagged, and delivered to the correct team with proper specs and flight dates
• Continuously evaluate workflows across accounts and propose practical, implementable solutions - not theoretical frameworks
• Support process standardization across accounts and project management ways of working
• Drive rhythm-of-business efficiencies that reduce friction for your book of business
• Be the go-to source for operational questions across all COEs - scheduling, permissions, documentation access, and process clarification. Own the answer, don't relay the question

Requirements:

• 6+ years of project management experience in an agency, marketing, or integrated services environment
• Strong command of project management tools - Monday.com experience is a must
• Proven ability to manage multiple concurrent programs with competing timelines and shifting priorities
• Excellent analytical skills - comfortable pulling data, running burn calculations, and translating numbers into actionable recommendations
• Exceptional organizational skills with the ability to maintain clean documentation and infrastructure across multiple accounts
• Strong communication and interpersonal skills - able to drive accountability without direct authority and influence cross-functional teams
• A proactive, solutions-oriented mindset. You identify problems before they escalate and arrive with recommendations, not just observations
• Experience managing creative production workflows from ideation through final delivery is a strong plus