Creative Operations & Project Manager – AI & E-commerce

About the Company

It's a high-growth, 8-figure creative agency working with leading e-commerce brands across the U.S. and international markets.

The company has recently launched a rapidly growing AI Creative Division, currently supporting 12+ brands per month with a team of 20+ creative professionals.

With plans to scale to 4 pods and 20+ active clients by the end of the year, the business is entering an exciting stage of growth and is looking for an experienced Project Manager to help build the operational structure required to scale successfully.

About the Role

We are looking for a hands-on, highly organized Project Manager who will take ownership of the day-to-day execution across the AI Creative Division.

You will be responsible for ensuring that every pod knows what they need to accomplish, deadlines are met, resources are properly allocated, and clients remain informed throughout the process.

This is not a passive coordination role. You will be expected to proactively identify bottlenecks, chase deadlines, manage bandwidth, communicate issues early, and keep both the creative teams and leadership aligned.

You will work closely with the founders, pod leads, key team members, and clients to ensure projects move smoothly from concept through delivery.

Key Responsibilities

Project & Pod Management

• Own day-to-day project management across multiple creative pods.
• Ensure every pod has clear priorities, responsibilities, deadlines, and deliverables.
• Lead and coordinate weekly pod meetings, ensuring each meeting has a clear agenda and actionable outcomes.
• Assign concepts and workloads across pods each Friday for the following week.
• Monitor project progress and proactively follow up on upcoming deadlines.
• Identify bottlenecks, delays, workload issues, and dependencies before they impact delivery.
• Ensure team members are consistently operating at the appropriate workload level.
• Maintain visibility over all active projects, concepts, deliverables, and deadlines.
• Ensure all brands remain on track toward the required 30-day creative delivery timeline.

Resource & Bandwidth Management

• Assess team capacity and resource availability across all pods on a weekly basis.
• Identify underutilized or overloaded team members and rebalance workloads accordingly.
• Allocate resources based on project priorities, deadlines, and team bandwidth.
• Provide weekly visibility into overall pod capacity and upcoming resource requirements.
• Anticipate hiring or capacity issues before they become operational problems.

Client Communication

• Act as a key point of contact for clients throughout the creative process.
• Keep clients proactively updated on project progress, timelines, and relevant changes.
• Ensure client expectations are aligned with team capacity and delivery timelines.
• Identify potential client issues early and escalate appropriately.
• Maintain a clear understanding of the status and health of every active client relationship.

Leadership & Reporting

• Provide weekly updates to leadership on project bottlenecks, risks, and operational issues.
• Report on overall team performance, workload, and delivery progress.
• Share weekly bandwidth updates across all pods.
• Escalate team performance issues, missed deadlines, or recurring bottlenecks quickly.
• Keep the founders informed of important changes affecting clients, team performance, timelines, or capacity.
• Highlight both risks and wins across the team.

Team Management & Development

• Conduct monthly 1-on-1s with relevant team members to review performance, goals, and progress against the company's 12-week plans.
• Work closely with key team members to maintain visibility over project progress.
• Have direct and sometimes difficult conversations when deadlines, performance, or accountability are not being met.
• Help establish a culture of ownership, accountability, and proactive communication.

Weekly Operating Rhythm

Monday

• Send a morning update to all pods outlining weekly goals, priorities, and agenda.
• Lead or oversee weekly pod meetings.
• Confirm that all team members understand their priorities and deadlines.

Tuesday–Thursday

• Monitor progress across all active concepts and projects.
• Follow up on deadlines and potential delays.
• Work closely with key team members to maintain visibility.
• Flag risks, bottlenecks, performance issues, and wins to leadership.
• Ensure clients are receiving appropriate updates.

Friday

• Review completed work and outstanding deliverables.
• Assess bandwidth across all pods.
• Identify upcoming capacity constraints.
• Allocate resources for the following week.
• Assign concepts and workloads across pods.

Note: The weekly operating rhythm may evolve as the company scales and processes mature.

What We're Looking For

We are looking for someone who is proactive, highly organized, commercially aware, and comfortable taking ownership.

You should be:

• Proactive: You identify potential problems before they become problems.
• Highly organized: You naturally keep track of deadlines, priorities, people, and moving parts.
• A strong communicator: You are confident communicating with both internal teams and clients.
• Accountability-driven: You are comfortable following up, chasing deadlines, and holding people accountable.
• Resourceful: You can quickly assess bandwidth and determine where resources need to move.
• Comfortable with difficult conversations: You can address missed deadlines, performance issues, and accountability concerns directly and professionally.
• Systems-oriented: You enjoy creating structure and keeping operational systems organized.
• Tech-savvy: Strong proficiency with Notion is highly preferred, as it is the company's central database and operational hub.
• E-commerce/creative aware: Experience working within creative agencies, advertising, e-commerce, performance marketing, or similar environments is strongly preferred.

Requirements

• 3+ years of Project Management / Operations / Account Management experience in a fast-paced environment.
• Proven experience managing multiple projects, teams, or clients simultaneously.
• Experience with resource allocation and capacity/bandwidth planning.
• Strong project tracking and deadline management skills.
• Excellent written and verbal communication.
• Experience working with remote teams.
• Strong organizational and problem-solving abilities.
• Comfortable working independently with minimal supervision.
• Strong proficiency with Notion and project management systems.
• Previous experience in creative, advertising, e-commerce, or digital marketing environments is highly preferred.

What This Role Is NOT

This role is focused specifically on project execution, accountability, communication, and operational efficiency.

You will not be responsible for:

• Downloading or transferring files, except in urgent situations.
• Creating Slack accounts or handling general administrative tasks.
• Checking or managing advertising accounts.
• Performing tasks that should be handled by an Executive Assistant.
• Taking on responsibilities that do not directly contribute to project delivery, deadlines, team coordination, or client communication.

What Does Success Look Like?

Within this role, success means:

• Every pod clearly understands its priorities and responsibilities.
• All brands receive their creative deliverables within the required 30-day timeline.
• All pods have clear visibility into their available resources and capacity.
• 100% of assigned tasks are completed on time.
• Bottlenecks are identified and addressed before they impact deadlines.
• Clients receive proactive and consistent communication.
• Leadership always has a clear view of team performance, project health, and capacity.
• The creative division can scale from 2 pods to 4 pods without losing operational control or client experience.

Position Description

• Working Hours: 8 hours, from 1:00 PM till 9:00 PM Beirut Time.
• ​Working Days: 5 days a week (Monday - Friday)
• ​Days Off: Saturday and Sunday
• ​Work Location: Fully-remote
• ​Holidays & PTO: 14 Lebanese National Holidays off throughout the year (spread out with advance notice provided). Additional PTO may be requested with advanced notice.
• ​Salary Range: $2,000-2,500$