Freelance Senior Project Manager

FWD People is a full-service strategic marketing agency delivering meaningful and measurable results in the health and non-profit sectors. We take pride in being our clients' trusted strategic partner — staying ahead of the curve, and leveraging our expertise and foresight to help them navigate change and seize opportunities. We approach every challenge with a commitment to innovation, excellence, and empathy, and we seek the same qualities in our leaders. As a fast-growing, senior team, we're excited to welcome more forward-thinking individuals who will help us drive growth, foster positive change within our client's industries, and have fun along the way.

As a Freelance Senior Project Manager, you will drive execution across defined projects and support larger workstreams with precision, clarity, and proactive communication. You will manage timelines, internal reviews, and regulatory processes, while deepening your understanding of brand strategy, veterinary/scientific context, and marketing. You will run smaller initiatives independently and partner closely with Account on more complex programs.

What You’ll Do

• Budget estimation in Forecast (fee + OOP): Prepare budget estimates in Forecast for assigned projects, including professional fees and out-of-pocket (OOP) costs, using rates, templates, and guidelines provided by FWD People. Submit estimates for review and approval before sharing them with the client.

• Scoping input in SOW: Provide scoping input for statements of work (SOWs) on assigned projects, including deliverables, assumptions, timing, and any exclusions, for review and final approval.

• Executed agreement processing: Process fully executed agreements (SOWs, change orders, and contractor or vendor agreements) per SOPs. This includes confirming signatures and filing the documents in the designated location.

• New project initiation: Enter new project information into project management tool, Forecast, including project name, client, budget, team, and key dates, following setup requirements.

• Timeline development: Develop and maintain project timelines for assigned projects, including milestones, review rounds, and client approval points. Share updates and flag dependencies and risks to the project team as they arise.

• Deliverable specification identification: Identify and document the specifications for each assigned deliverable (such as formats, dimensions, file types, channels, and regulatory requirements), and confirm them with the project team before production begins.

• Ziflow routing: Route deliverables through Ziflow for internal, client, and regulatory review. Set up the correct reviewers and deadlines, track feedback and approval status, and flag outstanding reviews.

• Scope management and scope creep tracking: Track project work against the approved SOW and budget. Document and promptly flag any requests or changes outside the agreed scope to project management team, so they can decide how to address them.

• Scheduling project KO and IR meetings: Schedule project kickoff (KO) and [internal review (IR)] meetings, prepare agendas and supporting materials, and document next steps and action items afterward.

• Setting internal team expectations: Document and share project expectations (scope, timeline, roles, and deadlines) with the assigned project team through kickoff materials and project documentation.

• Contractor and vendor coordination on active work: Coordinate with contractors and vendors assigned to active work on deliverables, timing, and project materials. Report status and any issues to project management team, which retains approval over scope and fees.

• Input on the project brief: Provide input on project briefs for assigned projects, such as identifying gaps, open questions, and timing or scope considerations. Help confirm brief details with the client and project management team before work begins.

• Forecast maintenance: Keep Forecast entries for assigned projects accurate and current. Update them promptly for changes in scope, timing, or budget, and review on a regular basis.

• Onboarding contractors to the project or client: Share project and client onboarding materials with contractors and vendors joining an assigned project, including the brief, timeline, specifications, and approved contacts.

What You’ll Bring

• 7+ years of experience in a similar agency project management role, with a proven track record of collaborating across multidisciplinary teams.

• Foundational understanding of animal health, veterinary, diagnostics, and/or biotech marketing landscapes — or strong healthcare marketing experience and a genuine curiosity to learn the animal health space.

• A natural collaborator who drives and inspires internal teams to successfully deliver multiple high-value, fast-paced projects and ensures client goals are met with excellence and efficiency.

• Concise written and verbal communication skills across all mediums, internally and externally.

• Self-motivated, with a positive attitude and collaborative nature; able to adapt, think on your feet, and communicate proactively.

• Comfortable working in a fluid environment utilizing soft skills: listening, collaborating, negotiating, and decision-making.