Project Manager

Company Description i2Vision is a medical communications and healthcare marketing agency that partners with pharmaceutical and life sciences companies to deliver strategic, scientific, educational, and promotional programs. Our work includes medical communications, advisory boards, speaker programs, symposia, congress activities, creative campaigns, digital initiatives, and other programs supporting healthcare professionals and patients.

We combine scientific understanding, strategic thinking, creative execution, and operational excellence to deliver high-quality work in a highly regulated industry.

Position Summary

The Project Manager is responsible for the successful planning, coordination, and execution of medical communications and pharmaceutical promotional projects. This individual manages projects from initiation through completion, ensuring that deliverables are completed on time, within scope, within budget, and in accordance with client expectations and applicable regulatory and compliance requirements.

The Project Manager serves as the operational hub of the project team, connecting Client Services, Medical Writing, Creative, Editorial, Meeting Services, Finance, and other internal and external stakeholders. The ideal candidate can understand the broader business objectives of an engagement while maintaining close attention to detailed tasks, dependencies, budgets, timelines, and deliverables.

Key Responsibilities

Project Planning and Execution

• Manage multiple medical communications and promotional projects simultaneously from project kickoff through final delivery and closeout.
• Translate statements of work, client requirements, and strategic objectives into detailed project plans, timelines, budgets, milestones, and task assignments.
• Establish clear project scope, deliverables, assumptions, dependencies, and approval requirements.
• Coordinate internal and external resources to ensure that project activities are completed accurately and on schedule.
• Lead internal project kickoffs, status meetings, and other project-related discussions.
• Maintain project documentation, including project plans, hot sheets, status reports, meeting notes, action items, decision logs, and change records.
• Anticipate project needs, identify potential obstacles, and proactively develop solutions before issues affect delivery.

Scope, Schedule, and Budget Management

• Maintain accountability for project scope, schedule, budget, and quality.
• Develop and manage detailed project timelines, ensuring that dependencies, review cycles, client approvals, and regulatory requirements are appropriately incorporated.
• Ensure that work does not proceed beyond the authorized scope or approved budget without appropriate review and authorization.
• Document and communicate scope changes and support the development of change orders or revised statements of work.

Cross-Functional Team Coordination

• Serve as the central point of coordination among Client Services, Medical, Scientific, Editorial, Creative, Meeting Services, Operations, and Finance.
• Clarify roles, responsibilities, deadlines, and approval pathways for all project participants.
• Facilitate effective communication across teams and ensure that stakeholders have the information needed to complete their work.
• Balance competing priorities and resource constraints across multiple accounts and projects.
• Escalate risks, delays, budget concerns, and unresolved decisions to the appropriate leaders in a timely manner.
• Build productive relationships with colleagues, clients, vendors, faculty, healthcare professionals, and other project stakeholders.

Client and Stakeholder Support

• Participate in client meetings where needed and provide clear updates regarding project timing, deliverables, risks, budgets, and next steps.
• Develop and maintain client-facing status reports, timelines, agendas, and action-item trackers.
• Communicate professionally and proactively with clients, ensuring that expectations are clearly understood and managed.
• Support Client Services in maintaining strong client relationships and delivering a high-quality client experience.
• Coordinate client reviews and approvals and ensure that feedback is documented, assigned, and incorporated accurately.

Medical, Legal, and Regulatory Coordination

• Manage projects through applicable medical, legal, and regulatory review processes.
• Coordinate submission schedules, annotation requirements, reference materials, review comments, revisions, and final approvals.
• Maintain organized records of approved content, source materials, claims, references, and project correspondence.
• Ensure that promotional and medical communications materials follow established client processes, brand standards, and regulatory requirements.
• Identify review-cycle risks and incorporate adequate time for client, medical, legal, and regulatory approvals.

Quality and Process Improvement

• Maintain high standards for accuracy, organization, consistency, and quality across all project deliverables.
• Confirm that deliverables have completed required internal quality-control and client-review processes before release.
• Conduct project closeout activities, including documentation, archiving, and lessons-learned discussions.
• Lead post-project evaluations and recommend improvements to workflows, templates, tools, and standard operating procedures.
• Contribute to the continued development of scalable project-management practices across i2Vision.
• Promote a culture of accountability, transparency, collaboration, and continuous improvement.

Qualifications

• Bachelor’s degree in business, communications, marketing, life sciences, project management, or a related field.
• 5 years of project-management experience, preferably within a medical communications agency, healthcare advertising agency, pharmaceutical company, life sciences organization, or other regulated environment.
• Demonstrated experience managing projects with multiple deliverables, stakeholders, dependencies, and review cycles.
• Experience managing project budgets, timelines, resources, and scope.
• Familiarity with pharmaceutical medical, legal, and regulatory review processes is strongly preferred.
• Experience with medical communications, promotional materials, advisory boards, symposia, congresses, speaker programs, digital initiatives, or healthcare professional education is preferred.
• Proficiency with project-management platforms and Microsoft Office applications, including Excel, PowerPoint, Word, Outlook, and Teams.
• Deep expertise with project-management tools.

Knowledge, Skills, and Abilities

• Strong project-planning, organizational, and time-management skills.
• Ability to manage multiple complex projects and deadlines in a fast-paced agency environment.
• Strong financial and business acumen, including the ability to monitor budgets, hours, expenses, and project profitability.
• Ability to understand the strategic purpose of a project while managing detailed tasks and deliverables.
• Excellent written and verbal communication skills.
• Strong meeting facilitation and stakeholder-management capabilities.
• Sound judgment and the ability to make decisions, resolve issues, and escalate concerns appropriately.
• High level of accuracy and attention to detail.
• Ability to identify risks, dependencies, and potential scope changes early.
• Strong interpersonal skills and a collaborative, solutions-oriented approach.
• Ability to remain calm, organized, and professional when priorities or timelines change.
• Commitment to confidentiality, compliance, and the responsible handling of client and healthcare-related information.

Work Environment

• This position operates in a collaborative, deadline-driven agency environment. The role may occasionally require work outside standard business hours to support client deadlines, live programs, meetings, or events.

What We Offer

• Full-Time, Hybrid Position: Enjoy the flexibility of working from our beautiful offices in downtown San Diego 8 days a month (2 days a week).
• Comprehensive Benefits Package: Includes medical, dental, and vision insurance, a 401k program, and unlimited Paid Time Off (PTO).
• Career Growth: Opportunities for professional development and advancement within a supportive and forward-thinking environment.

Application Process

The interview process includes an initial interview. If you advance, you’ll participate in an additional three interviews and a hiring project. Due to high interest, we will only respond to applicants who meet the basic qualifications.

Starting Salary: $90K annual, USD

i2Vision is an equal opportunity employer (EEO). We celebrate diversity and are committed to creating an inclusive environment for all employees and applicants, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or genetics.