Project Manager - Ad Agency

Spectraforce Technologies

Apr 03, 2025
Job Title: Project Manager - Ad Agency Location: Mettawa, IL 60045 - Hybrid - 3 days onsite / 2 remote Duration: 12 Months (possibility of extension) DESCRIPTION: WHAT ARE THE TOP 3-5 SKILLS REQUIREMENTS SHOULD THIS PERSON HAVE? Extremely detail-oriented Ability to manage multiple projects at the same time Proactive, problem-solving skills Ability to develop, maintain and manage project timelines Advertising Agency Experience (within last 2-3 years) min 1 year Pharmaceutical marketing experience (at least 1 year) in an agency setting. IDEAL: Advertising agency experience (within the last 2-3) within account/client services Candidates must have at least 1 year of pharmaceutical marketing experience in an agency setting (AbbVie, Horizon, Takeda, etc.). General healthcare experience (e.g., Blue Cross Blue Shield) will not be considered. No media buyers/sellers account managers, no creative department managers, no advertising sales folks QUALIFICATIONS Bachelor's degree required 1-4 years of ad agency experience required (minimum), project management and pharmaceutical experience a plus Strong attention to detail and excellent communications skills: verbal, presentation, written Understanding of print and digital project lifecycles and different project management methodologies/styles Familiarity with print production process, web technologies and digital trends High energy, positive, organized individual who is comfortable in a high-visibility role Great collaborator with ability to focus on both the big picture and small details PRIMARY FUNCTION / PRIMARY GOALS / OBJECTIVES The Project Manager (I) is responsible for the planning, scheduling and execution of all projects (print and digital) within client's Ad Agency (A3). This role works closely with their assigned account manager to help coordinate daily activities within A3 and continue to develop the ongoing relationship with their respective brand teams to keep projects on schedule, on budget and on strategy. PROJECT/PROCESS MANAGEMENT Develop project schedules, allocate resources and communicate project status and schedules to all key stakeholders and ensure deliverables and key milestones are met on time and within budget Conduct regular status meetings with internal teams and clients to review progress, identify risks, and develop mitigation strategies. Capture notes and distribute recaps with action items. Set up and manage routes for all projects through the internal agency approval process (Kantata, WorkFront) Understand the Medical/Legal/Regulatory (Veeva) review process and prepare all assets and documentation for submission and review in accordance with client Promotional Material Review Process Coordinate interactive resources with studio/programming/creative leads Be the primary point of contact for all third-party development/deployment vendors providing regular updates, managing expectations, and addressing any issues or concerns Create, compile, and maintain project and department documentation as needed (technical documentation, server folder structure, spec sheets, estimate tracking, etc.) FINANCIAL MANAGEMENT Track time on a daily basis. Assist with providing estimates. Assist with billing and ensure billing is completed on schedule. Adherence to all company-wide financial policies KNOWLEDGE / SKILLS Understand client's promotional guidelines including, but not limited to, corporate branding, promotional material development, Veeva PromoMats review and corporate compliance Understand the Agency Workflow Process including project initiation and kickoff, collaboration, necessary approvals, production and archiving Demonstrate clear and concise written and verbal communication skills Demonstrate the ability to prioritize and multi-task to enhance productivity and manage workload Possess ability to work in a high-volume, rapidly paced environment Proficiency using the Microsoft Suite of products (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and other systems (Kantata/Mavenlink, Workfront)_ ACCOUNTABILITY / SCOPE Reports to their assigned Client's Ad Agency account manager Partners with creative team on project initiatives We are really trying to find the PM's that know the basics of project management: managing multiple projects in varying stages of development developing and maintaining timelines allocating and securing resources adaptability and problem-solving note taking client-service attitude workstyle working with others without direct authority to advance projects