Project Manager

Frontiers Careers; Warszawa; On-site; PLN 180,000 - 240,000; Full time

Benefits offered by this job

Office presence

Wellbeing days

Volunteering days

Employee Assistance Programme

Learning & development support

Job summary

Frontiers, based in Warsaw, Poland, seeks a Project Manager to coordinate cross-functional strategic initiatives across Product, Editorial, Technology, Marketing, and Operations.

You will document plans, roadmaps, risk registers, and progress updates, drive structured planning, and champion AI-powered productivity tools to improve planning and reporting while aligning with strategic priorities.

Qualifications

• 3–5 years of experience in project management or PMO roles.
• Experience delivering cross-functional projects or programs.
• Ability to structure priorities in fast-moving environments.
• Strong delivery across initiation, planning, execution, and closure.
• Experience with project scheduling, risk management, dependency tracking, and status reporting.
• Excellent stakeholder management and communication at all levels.
• Familiarity with OKR-based delivery and program planning.
• Experience with Agile and Waterfall methodologies.
• Proficient in Microsoft 365, Jira, Confluence, and collaboration tools.

Responsibilities

• Coordinate multiple concurrent projects and strategic initiatives with clear priorities.
• Develop and maintain project charters, plans, schedules, roadmaps, risk registers, and status reports.
• Own and maintain the program's knowledge management in Confluence.
• Facilitate planning sessions, steering committees, retrospectives, and executive updates.
• Identify risks, dependencies, and opportunities for improvement across projects.

Skills

Project management

Cross-functional collaboration

Stakeholder management

Agile & Waterfall

Jira & Confluence

Microsoft 365

Education

Bachelor's degree

Tools

Jira

Confluence

Microsoft 365

Job description

About Frontiers

At Frontiers, our purpose is simple yet ambitious: to make science open. We believe open science empowers the global scientific community to accelerate discovery and develop the solutions needed for healthy lives on a healthy planet. We are one of the world’s largest and most influential open-access research publishers. Every article we publish is peer-reviewed and quality-certified, ensuring research is accessible to everyone, everywhere. To date, Frontiers research has been viewed over 4 billion times, demonstrating the real-world impact of science without barriers. Joining Frontiers means being part of a global, mission-driven organization at the intersection of science, technology, and innovation — working alongside passionate colleagues who care deeply about advancing knowledge for the benefit of society. To learn more about our impact and culture, please watch this video.

Requirements

The Project Management Team:

The Project Manager will coordinate the successful delivery of cross-functional strategic initiatives by providing project materials, planning, reporting, and operational support across the organization. This role focuses on enabling effective program delivery by bringing structure, visibility, and consistency to projects while supporting strategic priorities.

This is an opportunity for a Project Management professional who enjoys bringing structure, clarity, and momentum to complex work. You will work in partnership with the Growth Leadership Team and Stakeholders across Product, Editorial, Technology, Marketing, Operations, project sponsors, and OKR owners to support strategic initiatives, coordinate program activities, and maintain effective ways of working.

You will help ensure projects are well documented, visible, and aligned through structured planning, reporting, and knowledge management, enabling accurate project information and effective decision-making. You will facilitate planning sessions, workshops, retrospectives, and executive updates while helping teams proactively identify risks, dependencies, and opportunities for improvement.

Beyond day-to-day coordination, you will contribute to continuous process improvement by identifying opportunities to increase efficiency through better project management practices, automation, and AI-powered productivity tools. This role would suit someone who is highly organized, proactive, confident communicating with stakeholders at all levels, and comfortable working in a dynamic, matrixed environment.

What you will do:

• Coordinate multiple concurrent projects and strategic initiatives, ensuring alignment with agreed priorities, timelines, planning, and delivery objectives.
• Develop and maintain project documentation, including project charters, plans, schedules, roadmaps, risk registers, action logs, planning documentation, and status reports.
• Own and maintain the program's knowledge management framework in Confluence, ensuring project information is structured, accurate, up to date, and easy to navigate.
• Proactively review project documentation, identify outdated or incomplete information, and work with project owners to ensure documentation remains current.
• Organize and facilitate project planning sessions, steering committee meetings, retrospectives, workshops, and regular project meetings, ensuring accurate tracking of actions, decisions, risks, issues, dependencies, and next steps.
• Collaborate with cross-functional teams to define project goals, deliverables, ownership, success measures, and reporting requirements.
• Support the Growth Leadership Team in maintaining effective program planning, operational processes, and reporting that provide visibility into project performance and strategic progress.
• Coordinate project reporting and executive updates, ensuring leadership has clear visibility of program status, risks, priorities, and key decisions.
• Prepare agendas, supporting materials, meeting notes, and action tracking for executive planning meetings, ensuring follow-up actions are completed on time.
• Coordinate program planning artefacts, ensuring project teams provide updates on time and project information remains accurate and complete.
• Support OKR planning, delivery tracking, and strategic reporting across assigned initiatives.
• Build strong working relationships across Product, Editorial, Technology, Marketing, Operations, project sponsors, and other stakeholders to ensure alignment across strategic initiatives.
• Identify opportunities to improve project management processes, planning, reporting, and operational efficiency.
• Explore and champion AI-powered tools, automations, and productivity solutions that improve planning, reporting, documentation, collaboration, and project delivery.

Skills, Knowledge and Experience:

• 3–5 years of experience in project management, project coordination, PMO, or related roles.
• Proven experience supporting the successful delivery of cross-functional projects or programs.
• Experience managing projects in a flexible and fast-moving environment, with the ability to bring structure to shifting priorities, changing requirements, and evolving stakeholder needs.
• Strong understanding of project delivery across initiation, planning, execution, monitoring, and closure.
• Experience with project scheduling, planning, risk management, dependency tracking, and status reporting.
• Strong stakeholder management and communication skills, with the ability to build effective relationships and communicate confidently with colleagues at all levels, including senior leaders and executives.
• Experience supporting program planning, executive reporting, and strategic planning activities.
• Familiarity with strategic planning and OKR-based delivery frameworks.
• Experience with Agile and/or Waterfall project management methodologies.
• Proficiency in Microsoft 365, Jira, Confluence, and collaboration tools, with experience maintaining structured project documentation and knowledge repositories.
• Experience preparing presentations, executive updates, or program materials for senior stakeholders.
• Strong organizational and prioritization skills with excellent attention to detail.
• Ability to proactively identify risks, dependencies, blockers, and opportunities for improvement.
• Solution-oriented mindset with the ability to coordinate multiple priorities while maintaining high-quality outputs.
• Comfortable working in a fast-paced, matrixed environment.
• Collaborative approach with the ability to influence and build strong working relationships across teams.
• Interest in leveraging AI-powered tools and automation to improve project planning, reporting, documentation, and operational efficiency.
• Excited about Frontiers' mission to make science open and enable healthy lives on a healthy planet.

Desirable:

• Professional certification such as CAPM, PMP, Agile/Scrum, or equivalent.
• Bachelor's degree in Business, Management, Communications, Project Management, or related discipline.
• Experience supporting OKR planning, strategic reporting, or program materials.
• Experience working with external stakeholders such as contractors, consultants, or solution vendors.

Benefits

• We prioritise office presence and emphasise in-person collaboration, but also offer appropriate adjustments where needed, in line with company policy
• Extra wellbeing days on top of your annual leave allowance
• Up to 3 paid volunteering days each year
• 24/7 confidential Employee Assistance Programme (wellbeing, mental health, legal & financial support)
• Learning & development support via the Frontiers Learning Hub

Equal opportunity statement

Frontiers actively embraces diversity and is a safe and welcoming workplace. Recruitment is free from discrimination – including based on race, national or ethnic origin, age, religion, disability, sex, gender identity or sexual orientation. With employees from more than 50 different nations, our diversity creates vibrant teams and constantly challenges us to appreciate multiple perspectives.