Project Operations Manager, CIVIC

Hybrid (3 days in office, 2 days remote per week)

Candidate must be based in NYC or willing to relocate

OUR COMMUNITY

We’re CIVIC. Since 1999, we’ve led the way in cultural marketing, providing integrated solutions to top-tier brands including Ford, Audible, HBO Max, Verizon, Amazon Studios, The Stonewall Inn, NBCUniversal, Peacock, among many others. We are an Ad Age Small Agency Award winner (Gold) for 2024 & 2025. We are known for big ideas -- creating long-term brand platforms designed to impact culture, address the biggest societal issues, build loyalty, stimulate word of mouth and generate client revenue.

Our broad suite of integrated marketing services includes:

Brand Strategy, Concept and Creative Development

Live Event, Proprietary Brand Activations and Pro-Social Campaigns

Content Development and Execution via Civic Studios

PR/Media Relations and Social Media Marketing

Executive and Internal Communications

Growth Marketing and Partnership Development

At Civic, we believe business is the world’s most powerful platform for positive change. We believe our community can build bridges between companies and communities and we empower our employees to help amplify underrepresented voices. Our goal is to build a more inclusive and equitable future in tandem with our clients and partners.

THE ROLE

We’re looking for an organized Project Operations Manager with 6+ years of experience managing competing tasks and workflows, and working with people in different roles. In addition to a strong background, the ideal candidate possesses a positive attitude, thrives in a fast-paced environment and wants to be an integral part of keeping a growing creative team of designers and production partners organized and on track. They will report directly to the Director, Operations and partner with creative, account, production, and strategy personnel.

KEY RESPONSIBILITIES

Project Intake & Operational Workflow

• Organize and manage the project intake process for all incoming event initiatives.
• Oversee the project pipeline, ensuring clear visibility into upcoming work, timelines, and resource needs.
• Lead initial project intake and coordination with clients, ensuring all project requirements are clearly captured and documented.
• Establish and maintain project setup standards within project management platforms (Monday.com preferred), including timelines, task structures, and team assignments.
• Other tasks as assigned which could include deliverables for active projects if/when this project is awaiting client feedback and approvals.

Process Development & Optimization

• Develop, document, and continuously refine operational processes that support efficient project delivery across the organization.
• Create scalable workflow frameworks, documentation, and best practices to support a growing internal team and client base.
• Identify inefficiencies and proactively implement process improvements that streamline project execution and communication.
• Own and enforce standard operating procedures (SOPs) for project delivery, communication, and documentation.

Project Management Oversight

• Work alongside project managers and ensure consistent project management standards and execution across all initiatives.
• Provide guidance on project scoping, timelines, and budget considerations.
• Support resource planning and allocation across the creative and project teams.
• Ensure projects stay on schedule, within scope, and aligned with client expectations.

Cross-Team Coordination & Communication

• Build systems and frameworks that support collaboration across internal teams including creative and account management.
• Create and manage structured communication channels and shared documentation repositories.
• Develop and facilitate internal processes that improve clarity, accountability, and alignment across large teams.

Meeting Leadership & Documentation

• Develop structured meeting agendas and run project meetings with internal teams and clients.
• Capture and distribute clear documentation, action items, and next steps.
• Ensure teams remain aligned and accountable through effective meeting facilitation.

Knowledge Management & Documentation

• Build and maintain a highly organized, shareable repository of project documentation and resources.
• Develop training materials, guidelines, and onboarding resources to support new processes and ways of working.
• Lead internal process training and knowledge-sharing sessions to drive adoption across teams.

EXPERIENCE / REQUIREMENTS

• 6+ years of experience in an operations/project manager role. Agency experience or strong client services background preferred
• Live events/experiential activations experience strongly preferred
• Top-notch project and time management skills — excellent organization, communication, flexibility and a very strong attention to detail
• The ability to anticipate and effectively communicate and solve practical problems or issues
• Professional demeanor; ability to work well with people at all levels and ability to navigate relationships with internal and external creatives and partners
• Awareness of pre-production, production, and post-production processes for various types of creative projects
• Experience in experiential marketing
• Exceptional communication, writing and time-management skills
• Candidates should be motivated, enthusiastic, resourceful, trend-aware, hard working and have the ability to switch gears on the fly
• Proven success interacting with clients and accurately assessing client needs
• Strong Monday, and Google Suite skillset
• Bachelor’s degree

CIVIC COMMUNITY AND CULTURE BENEFITS:

• A positive, fun, supportive and diverse team environment, with opportunities for advancement and a commitment to staff development and growth
• Competitive salary and incentives
• Full benefits package including dental and vision, and retirement plan with employer match
• Best in class parental leave benefits
• Paid time off and encouragement to take time off for self-care
• Hybrid work schedule

Civic is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age or veteran status.