AI Account Manager & Project Manager

Activate Talent; United States; A distancia; USD 90.000 - 130.000; Jornada completa

Descripción de la vacante

Activate Talent, LLC is seeking a Senior Account & Project Manager to lead client work from onboarding to final delivery across social, influencer activations, podcasts, events, and partnerships. The role emphasizes ownership, strategic leadership, and the ability to guide teams without performing all operational tasks.

The ideal candidate will manage multiple complex accounts, coordinate cross-functional teams, and maintain strong client relationships, ensuring scope, timelines, and budgets are

Formación

• Significant experience in senior account management, project management, production, integrated marketing, experiential, partnerships, or a closely related agency environment.
• Proven experience independently owning complex client accounts or projects from onboarding through final delivery.
• Experience managing multiple client accounts and workstreams simultaneously in a fast-moving environment.
• Strong client-facing experience, including leading meetings, presenting plans and timelines, managing expectations, and navigating difficult conversations.
• Experience coordinating cross-functional teams across production, creative, marketing, operations, vendors, agencies, talent, and external partners.
• Meaningful experience with social and content campaigns, influencer and talent activations, podcasts, events, experiences, partnerships, or similarly complex production work.
• Working knowledge of project budgets, vendor quotes, spend tracking, actuals, and financial risk, while partnering with Finance for approvals and payments.
• Evidence of making day-to-day decisions independently and knowing when to elevate.
• Strong systems thinking and the ability to create structure when a process does not already exist.
• Excellent written and verbal communication, with the ability to be concise with senior stakeholders and detailed when execution requires it.
• High ownership, resourcefulness, follow-through, and comfort operating in ambiguity.
• Demonstrable AI fluency. Not only using AI tools day to day, but building workflows and automations with them.
• Comfortable working inside a project management workspace. We run on Notion. Direct Notion experience is a strong plus, but not a requirement if you've run complex delivery inside a comparable system.

Responsabilidades

• Take ownership of assigned client accounts once the commercial agreement or project scope has been finalized.
• Serve as the primary day-to-day point of contact for assigned clients and partners.
• Lead the transition from pre-sale to execution and ensure what was sold is translated accurately into delivery.
• Maintain a clear understanding of each account's scope, deliverables, timelines, priorities, commitments, exclusivities, and expectations.
• Build trusted relationships with clients and represent the company confidently in meetings and ongoing communications.
• Manage expectations throughout execution and proactively communicate material changes, risks, delays, or dependencies.
• Identify renewal, upsell, partnership, or additional business opportunities and bring them back to the Production Lead for commercial follow-up.
• Escalate major scope, commercial, strategic, or sensitive relationship decisions when needed.
• Own client onboarding once a project is signed.
• Lead kickoff meetings with clients and internal teams.
• Review agreements, scopes, deliverables, working budgets, stakeholders, timelines, approval processes, and dependencies before execution begins.
• Translate signed scopes into clear execution plans, milestones, owners, workstreams, and next steps.
• Establish communication cadence, reporting expectations, approval flows, and sources of truth from the beginning.
• Lead day-to-day project decision-making within agreed scope and priorities.
• Keep projects moving without requiring the Production Lead to chase progress or manage individual tasks.
• Ensure deliverables are completed, approved, and closed.

Conocimientos

Senior account management

Project management

Client leadership

Cross-functional coordination

Social & content campaigns

Influencer activations

Budget awareness

AI fluency

Notion experience

English proficiency

Herramientas

Notion

Descripción del empleo

Reports to: Production Lead Works closely with: Production Coordinator, Marketing Coordinator, Creative, Finance, Operations, external production partners, vendors, and client teams

Job Overview:

We're looking for a Senior Account & Project Manager to take client work from signature through to final delivery. Most of what we produce is social media content, influencer and talent activations, podcasts and campaigns, with events, dinners, experiences and partnerships built around them.

This is a senior, highly autonomous role for someone who can take over once a partnership or project has been signed and lead it from onboarding through final delivery.

The Senior Account & Project Manager becomes the day-to-day owner of assigned client accounts and projects. They lead the client relationship, translate signed scopes into clear execution plans, coordinate the team, monitor project health, and keep the Production Lead informed without requiring them to manage the day-to-day.

This person should be comfortable managing multiple complex accounts at the same time across social and content campaigns, influencer and talent activations, podcasts, marketing campaigns, strategic partnerships, events, dinners and experiences, fellowships, and special projects.

The role is senior because of ownership, judgment, client leadership, and the ability to direct execution, not because this person is expected to personally perform every operational task. This is a project management role: you keep the work and the people moving, you do not personally produce the deliverables. The Production Coordinator supports day-to-day execution, logistics, follow-ups, trackers, vendors, and workstream management.

The Senior Account & Project Manager works closely with the Production Lead to define ownership, resources, priorities, and escalation points. Once a project is handed over, they are expected to take real ownership while escalating only the decisions that require senior or commercial involvement.

Please read this section before applying.

This team believes in work-life balance and protects it in normal weeks. It also runs urgent projects, and when that happens we need you reachable.

What that means in practice:

• A message over the weekend does not have to be actioned that day, but it cannot be ignored. "I'll get back to you Monday" is a perfectly good answer.
• If someone calls your phone at an unusual hour, it is because something is genuinely urgent, and you are expected to pick up.
• Outside those moments, your time off is your time off.

How this team works:

Cultural fit matters more here than a perfect CV. Five things that are true of this team:

• Nothing is "not my problem". People step in for each other wherever they can.
• We take work-life balance seriously, and we also expect you to jump in when something urgent lands after hours.
• You can and should say when you don't know something. You are then expected to go and find out, research it, and drive your own learning. There is no hand holding here.
• People are kind to each other, including when they are stressed and things are going wrong. If you get sharp with people when you're tired, this isn't the right team for you. It's us against the problem, never us against each other.
• We hire for the long term. We don't have the bandwidth to onboard someone who isn't planning to stay. A placement that ends before two years is a failure by our standards.

Responsibilities:

• Take ownership of assigned client accounts once the commercial agreement or project scope has been finalized.
• Serve as the primary day-to-day point of contact for assigned clients and partners.
• Lead the transition from pre-sale to execution and ensure what was sold is translated accurately into delivery.
• Maintain a clear understanding of each account's scope, deliverables, timelines, priorities, commitments, exclusivities, and expectations.
• Build trusted relationships with clients and represent the company confidently in meetings and ongoing communications.
• Manage expectations throughout execution and proactively communicate material changes, risks, delays, or dependencies.
• Identify renewal, upsell, partnership, or additional business opportunities and bring them back to the Production Lead for commercial follow-up.
• Escalate major scope, commercial, strategic, or sensitive relationship decisions when needed.
• Own client onboarding once a project is signed.
• Lead kickoff meetings with clients and internal teams.
• Review agreements, scopes, deliverables, working budgets, stakeholders, timelines, approval processes, and dependencies before execution begins.
• Translate signed scopes into clear execution plans, milestones, owners, workstreams, and next steps.
• Establish communication cadence, reporting expectations, approval flows, and sources of truth from the beginning.
• Lead day-to-day project decision-making within agreed scope and priorities.
• Keep projects moving without requiring the Production Lead to chase progress or manage individual tasks.
• Ensure deliverables are completed, approved, and closed.

Team & Workstream Coordination

• Lead and coordinate the internal and external teams assigned to each project.
• Work closely with the Production Coordinator, who supports day-to-day execution, logistics, vendors, follow-ups, trackers, assets, and workstream management.
• Coordinate Marketing, Creative, Operations, Finance, external partners, agencies, vendors, talent, and client-side contributors as needed.
• Ensure everyone understands what they own, what is due, and how their work connects to the broader project.
• Hold contributors accountable for deadlines, deliverables, and commitments.
• Identify capacity gaps or resource constraints early and raise them with the Production Lead.
• Work with the Production Lead to determine the right team structure and priorities for each account or project.
• Improve handoffs between teams and make sure information does not get lost between functions.

Client, Partner & Stakeholder Communication

• Lead client meetings, project calls, status updates, and ongoing communications.
• Ensure meetings result in clear decisions, owners, deadlines, and next steps.
• Maintain alignment between the client, internal team, external production partners, and contributors.
• Manage expectations around scope, timing, deliverables, dependencies, and approvals.
• Handle routine client questions and project decisions independently.
• Know when to bring the Production Lead into a conversation and provide clear context plus a recommended path forward.
• Build strong working relationships with senior client stakeholders, partners, vendors, and collaborators.

Project Health, Budget Visibility & Reporting

• Maintain clear visibility across assigned accounts and projects: status, milestones, risks, decisions, and next steps.
• Ensure Notion and relevant project systems accurately reflect current project health; the Production Coordinator may support day-to-day tracker maintenance.
• Provide concise, regular reporting to the Production Lead covering status, major milestones, upcoming priorities, risks or blockers, client concerns, budget considerations, and decisions needed.
• Keep the Production Lead informed without requiring them to attend every meeting or ask for updates.
• Maintain a clear understanding of working budgets and major production costs.
• For events and production-heavy work, stay aware of vendor costs, committed spend, and material changes that could affect delivery.
• Work with the Production Coordinator on practical budget tracking where relevant and with Finance on invoicing, payments, and formal financial processes.
• Flag potential overruns or significant budget changes early; major commercial decisions remain with the Production Lead.

Proactive Problem Solving & Ways of Working

• Anticipate blockers, approvals, resource needs, dependencies, and risks before they affect delivery.
• Resolve routine project issues independently and bring recommended solutions when escalation is needed.
• Create structure when a project or process is unclear rather than waiting for step-by-step direction.
• Identify recurring process or visibility issues within assigned accounts and recommend improvements.
• Partner with the Production Coordinator and Operations / AI resources to implement improvements where needed.
• Build and maintain AI driven workflows and automations that cut manual work and improve project visibility, in Notion and across the wider stack.
• Use AI daily for planning, meeting follow-up, communication, reporting, research, and documentation, with tools such as ChatGPT, Claude and Gemini.
• Identify simple opportunities to reduce manual work and improve project visibility or execution.

Required experience & profile:

We are looking for someone clearly senior enough to operate as a counterpart to the Production Lead, not as an assistant or task coordinator.

Strong candidates will typically bring:

• Significant experience in senior account management, project management, production, integrated marketing, experiential, partnerships, or a closely related agency environment.
• Proven experience independently owning complex client accounts or projects from onboarding through final delivery.
• Experience managing multiple client accounts and workstreams simultaneously in a fast-moving environment.
• Strong client-facing experience, including leading meetings, presenting plans and timelines, managing expectations, and navigating difficult conversations.
• Experience coordinating cross-functional teams across production, creative, marketing, operations, vendors, agencies, talent, and external partners.
• Meaningful experience with social and content campaigns, influencer and talent activations, podcasts, events, experiences, partnerships, or similarly complex production work.
• Working knowledge of project budgets, vendor quotes, spend tracking, actuals, and financial risk, while partnering with Finance for approvals and payments.
• Evidence of making day-to-day decisions independently and knowing when to elevate.
• Strong systems thinking and the ability to create structure when a process does not already exist.
• Excellent written and verbal communication, with the ability to be concise with senior stakeholders and detailed when execution requires it.
• High ownership, resourcefulness, follow-through, and comfort operating in ambiguity.
• Demonstrable AI fluency. Not only using AI tools day to day, but building workflows and automations with them. Vibe coding, or building dashboards, portals or internal tools, is a significant plus.
• Comfortable working inside a project management workspace. We run on Notion. Direct Notion experience is a strong plus, but not a requirement if you've run complex delivery inside a comparable system.

Success in this role:

Success in this role is measured by the ability to independently own post-sale accounts, maintain client confidence, lead complex projects, and significantly reduce the Production Lead's involvement in day-to-day execution.

A successful Senior Account & Project Manager:

• Can receive a signed project and independently take it from onboarding through delivery.
• Builds trust with senior clients, partners, and collaborators.
• Creates clarity when projects are complex or ambiguous.
• Leads multiple accounts and workstreams confidently at the same time.
• Makes strong day-to-day decisions without unnecessary escalation.
• Anticipates risks, dependencies, and resource needs before they become problems.
• Keeps internal and external teams aligned and accountable.
• Uses the Production Coordinator effectively rather than absorbing all execution personally.
• Understands working budgets and flags material financial risks early.
• Identifies additional business opportunities and brings them back to the Production Lead.
• Keeps project reporting and documentation reliable enough that leadership has clear visibility.
• Can confidently represent the company without requiring the Production Lead to attend routine client or project meetings.
• Creates enough trust and continuity that projects continue operating effectively when the Production Lead is unavailable.

Requirements:

Must-Have Skills

• Fluent written and spoken English, C1 or above.
• Senior account or project management experience with proven, independent ownership of complex client accounts end to end, from onboarding through final delivery, and several running at the same time.
• Hands-on experience with social and content campaigns, influencer and talent activations, podcasts, or similarly complex production work. Strong client-facing track record: leading meetings, presenting plans and timelines, managing expectations, and handling difficult conversations without escalation.
• Coordinating cross-functional teams across production, creative, marketing, operations, vendors, agencies and talent. Working knowledge of project budgets, vendor quotes and spend tracking, partnering with Finance for approvals and payments.
• Demonstrated independent judgment: deciding without escalating everything, knowing when to elevate, and creating structure where no process exists. AI fluency that goes beyond daily use into building workflows and automations.
• Available for off-hours and weekend urgency.

Nice-to-Have

• Vibe coding, or building dashboards, portals or internal tools.
• Direct Notion experience. Agency, production company, experiential, creative production, branded partnerships or integrated marketing background.
• Running meetings end to end with agendas, notes, decisions and follow-up.
• Experience inside a small senior team where most of the workforce is remote.
• Experience identifying renewal or upsell opportunities within existing accounts.
• AI tools in daily use, including ChatGPT, Claude and Gemini, with the ability to build workflows and automations rather than only prompt.
• Google Workspace. Slack.
• Calendar and scheduling coordination. Budget and spend tracking tools.
• Agency, production company, experiential, creative production, branded partnerships, or integrated marketing backgrounds are especially relevant because this role needs to combine client leadership with real execution oversight.