Project Manager

Job Description

Role Summary

The Project Manager is a high-level execution leader responsible for managing and coordinating multiple CEO-led projects across several companies. This role reports directly to the CEO and is accountable for driving initiatives from planning through completion—ensuring timelines, deliverables, and dependencies are maintained even when the CEO is unavailable for consultation.

This role blends project leadership, cross-functional coordination, documentation, stakeholder management, and operational follow-through. The expectation is strong ownership, proactive risk management, and consistent execution rhythms that keep priority initiatives moving forward without drops.

Core Responsibilities

1) CEO Initiative Management & Execution Ownership

• Take ownership of the delivery of CEO-assigned initiatives across multiple businesses, ensuring projects progress to completion.
• Translate CEO direction into structured project plans with milestones, owners, and deadlines.
• Maintain forward motion during CEO downtime by making decisions within scope, escalating only when necessary.
• Protect the CEO’s focus by eliminating unnecessary back-and-forth and resolving blockers proactively.

2) Portfolio & Prioritization Control

• Maintain a master initiative tracker (portfolio view) across companies including status, priority, risks, next actions, and deadlines.
• Identify scheduling conflicts, resource constraints, and priority clashes early.
• Proactively recommend sequencing and workload balancing to avoid overwhelm and missed deadlines.
• Keep projects aligned with executive priorities and quarterly objectives.

3) Project Planning, Timelines, and Deliverable Tracking

• Build and maintain clear project plans including scope, milestones, dependencies, and handoff points.
• Ensure all deliverables are defined, assigned, and tracked to completion.
• Run execution cadence (weekly project reviews, daily check-ins as needed, deadline reminders, task closure).
• Ensure required details are gathered upfront so execution doesn’t stall midstream.

4) Cross-Functional Team Coordination

• Coordinate with internal departments (Sales, Process Development, Operations, Finance, Recruiting, etc.) and external vendors as needed.
• Assign ownership clearly and ensure accountability across stakeholders.
• Facilitate meetings that produce decisions and action items—no circular discussions.
• Follow up relentlessly until tasks are completed and verified.

5) Risk Management & Blocker Resolution

• Identify risks early (scope creep, unclear ownership, missing inputs, timeline slippage).
• Implement mitigation plans and keep stakeholders aligned on changes.
• Escalate critical issues with a solution-first approach (what happened, impact, recommended next step).
• Maintain momentum by resolving issues before they become emergencies.

6) Communication, Reporting, and Executive Visibility

• Publish structured weekly status updates for CEO visibility: what moved, what’s pending, what needs decisions, risks, and next steps.
• Maintain “close-the-loop” discipline—no open loops, no dropped requests.
• Provide concise summaries after meetings with action items, owners, deadlines, and follow-up plan.
• Create clear internal handoffs when a project transitions to another team or owner.

7) Process Documentation & Repeatable Execution Systems

• Coordinate with the Process Development Department to:
• Document repeatable workflows for how CEO initiatives are launched, tracked, and completed.
• Create templates for project plans, weekly updates, decision logs, and risk registers.
• Improve execution systems over time based on real project learnings and recurring friction points.
  

Requirements

• 5+ years experience in Project Management, Operations, Executive Support (project-heavy), or Implementation Leadership
• Proven ability to manage multiple projects simultaneously across different teams and business units.
• Strong ownership mindset: can drive outcomes independently without constant supervision.
• Excellent communication skills (written and verbal): clear, structured, and decisive.
• Strong prioritization and time management; able to manage competing deadlines calmly.
• Highly organized with strong follow-through and “no dropped balls” execution standards.

Preferred Qualifications

• Experience working directly with a CEO, founder, or executive leadership team in a fast-paced environment.
• Experience coordinating cross-company initiatives (multi-entity or multi-department operations).
• Familiarity with remote team management, asynchronous execution, and accountability systems.
• Strong understanding of process improvement, SOP documentation, or operational systems.

Tools You’ll Likely Use

• Monday (or equivalent project management platform)
• Google Workspace (Gmail, Calendar, Docs, Sheets, Drive)
• Slack
• Zoom
• DocuSign
• HubSpot (or CRM coordination when initiatives touch Sales/Clients)

Benefits

• HMO
• PTO
• Competitive Salary