Assistant Project Manager

Summary of Position:

Assistant Project Manager assists the company’s Project Manager with the management of customer projects with the goal of delivering every project on time, within budget and within scope; schedule, plan, forecast, resource and manage all the technical activities aiming at assuring project accuracy and quality from conception to completion. Coordinate with Account Managers, Marketing and PR Associates. Collaborate to improve performance, productivity, efficiency, and profitability through the implementation of effective processes, procedures, methods, and strategies. Research and writing activities, compiling, editing, and submitting proposals, as well as developing templates to streamline the proposal process.

Duties and Responsibilities:

Acquires and maintains sound knowledge of the organization and uses that knowledge and understanding to better comprehend all projects and programs.

Operate as a point of contact between the Project Manager to Account Managers, Business Development, Operations and CEO. Communicating with executives to keep the project aligned with their goals

Assist to ensure that all customer projects are produced and completed in a correct, cost effective and timely manner, in alignment with the approve scope of work and quality requirements.

Identify and implement operational improvements, processes and best practices to optimize efficiency and exceed customer expectations.

Coordinate internal resources and independent contractors for the flawless execution of projects. When necessary, assist in the definition or redefining a project’s scope and objectives, involving all relevant stakeholders; communicate to management when “scope creep” is being proposed or occurring. Assist in the development of detailed project plans to monitor and track progress of each customer and project.

Work with the Project Manager to manage approved changes to the project scope, project schedule, and project costs using appropriate verification techniques.

Measure project performance using appropriate tools and techniques.

Report and escalate to management as needed.

Proactively review project status to identify potential issues and take action to prevent problems or delays.

Create and maintain comprehensive project documentation.

Cooperate and communicate effectively with Project Manager, Account Manager and other project participants and provide assistance and technical support when needed.

Communicate clearly the progress of customer projects to Project Manager, Account Managers, resources, customers, stakeholders and management.

Manages the work product review and revision process to ensure timely response from all parties and delivery of the final production schedule.

Promote additional company services and or prospect for additional projects when interacting with Account Managers.

Project Development

Help identify project needs and apply project management best practices for project success.

Work with personnel and in diverse group to develop teamwork for project success.

Develop and define long- and short-term plans, project milestones for tracking and timeliness of project completion.

Report on the project status and whether cost, time, and quality are being met on project.

Assist in overseeing and managing project costs to include payment to contractor and billing of clients.

Develop quality checkpoints and perform quality control and management on projects.

Assist in resolving customer complaints by participating in the investigations and following through on the implementation of corrective actions.

Update CRM database and production tracking data bases as required.

Accomplishes organization goals by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.

Creating long- and short-term plans, including setting targets for milestones and adhering to deadlines.

Delegating tasks on the project to employees best positioned to complete them.

Making effective decisions when presented with multiple options for how to progress with the project.

Serving as a point of contact for teams when multiple units are assigned to the same project to ensure team actions remain in synergy.

Adjusting schedules and targets on the project as needs or financing for the project change.

Other duties as assigned.

REQUIREMENTS

3-5 years professional work experience as a content writer.

College degree in marketing, communications, or journalism; or equivalent work experience.

Proficient in Microsoft Office (Excel, Word, Outlook, and PowerPoint).

Experience working with cloud-based file management software such as Google Drive and Dropbox.

Experience using content planners and calendars such as Airtable.

Experience using social media scheduling tools, such as Later, Buffer, etc.

Experience in project management software such as Teamwork, Asana, Basecamp, Monday, etc.

Ability to manage multiple projects concurrently.

Excellent time management skills and the ability to prioritize work.

Attention to detail and problem-solving skills.

Excellent written and verbal communication skills.

Strong organizational skills with the ability to multitask.

Fluency in English required; proficiency in Spanish and/or Creole a plus.

ATTENDANCE AND PUNCTUALITY:

Consistently attends meetings and events on time.

Is available during business hours for meetings.

Ensures work responsibilities are covered when absent.

EQUAL EMPLOYMENT OPPORTUNITY:

The company is committed to a policy of equal employment opportunity for all employees and applicants. Under this policy, all employees and applicants will be treated fairly and equally, and the company will comply with all applicable local, state and federal employment discrimination laws.

About The Mosaic Group:

We are the go-to global agency for creative, meaningful, and impact-driven storytelling. For more than 18 years, The Mosaic Group has been building the visibility and credibility of companies & influencers. Our expertise with diverse markets allows our clients to stand out and reach target audiences including the important Hispanic, African-American, and Caribbean consumers with the right media and the right message. We maximize visibility for our global clients through innovative, integrated and impact-driven communications.

Full-Time