Description

Role Overview: The Project Management Associate (PMA) is an execution-focused role responsible for coordinating expert capacity, scheduling, and operational readiness across active projects.

This role serves as the primary operational interface between Project Managers and the Expert Network, ensuring that the right experts are assigned, available, compliant, and performing in line with defined quality and delivery expectations.

The PMA role is designed for individuals who excel at coordination, structured execution, and operational discipline, and who can reliably run defined workflows at scale.
Core Responsibilities
Expert Network Coordination

• Serve as the primary operational link between the Project Manager and the Expert Network.
• Coordinate expert assignment, availability, and scheduling across active projects.
• Ensure experts are correctly matched to tasks based on skill requirements, availability, and project priorities.
• Act as the first point of contact for day-to-day expert execution questions and logistics.

Capacity & Scheduling Management

• Track expert capacity and utilization across projects.
• Flag capacity constraints, scheduling conflicts, or execution risks early to Project Managers.
• Support short-term rebalancing of expert workloads as project needs evolve.

Performance Tracking & Reporting

• Track expert performance against defined internal metrics (e.g., timeliness, responsiveness, adherence to instructions).
• Maintain accurate records of expert activity and delivery status.
• Escalate performance issues or recurring execution gaps to Project Managers.

SOP Documentation & Process Report

• Draft, document, and maintain SOPs related to expert coordination and execution workflows, based on existing delivery standards.
• Ensure SOPs are clearly documented, versioned, and accessible to relevant stakeholders.
• Execute workflows strictly in line with approved SOPs.
• Surface process gaps or ambiguities, proposing updates for review and approval by senior delivery roles.

Operational Hygiene

• Maintain clean, up-to-date trackers, schedules, and documentation.
• Support meeting logistics related to expert coordination (scheduling, notes, follow-ups).
• Ensure operational handoffs between teams are documented and traceable.

What Success Looks Like (First 6 Months)
Execution Reliability

• Experts are consistently scheduled, briefed, and deployed on time.
• Minimal last-minute escalations due to coordination failures.

Capacity & Signal Clarity

• Clear visibility into expert capacity and performance across projects.
• Early identification of risks related to availability or execution quality.

Process Discipline

• SOPs are accurate, usable, and consistently followed.
• Execution workflows are auditable and repeatable.

Reporting & Collaboration

• Reports to a Project Manager or Project Management Senior Associate, depending on assignment.
• Works closely with:
• Project Managers
• Delivery & Operations teams
• Expert Network contributors

Note: This role is not client-facing by default, though limited exposure may occur as part of execution support.

This role does NOT:

• Own client relationships or scope decisions.
• Approve final deliverables.
• Unilaterally change delivery processes or SOPs.
• Manage complex projects end-to-end.

Requirements
Experience

• 2 - 4 years of total professional experience
• 2+ years owning complex, multi-stakeholder projects or programs
• Strong fit from backgrounds such as:
• Top-tier consulting (Engagement Manager or equivalent)
• Frontier AI operations, evaluation, or data delivery
• High-ambiguity product or platform delivery roles

Core Capabilities

• Exceptional problem structuring and synthesis
• Comfort making decisions with imperfect or incomplete information
• Strong written and verbal communication with senior stakeholders
• Ability to work with experts who may be more senior or specialized than you
• Bias toward building systems and primitives, not one-off heroics

Mindset

• Ownership over optics
• Judgment over rigid process
• Curiosity about how humans think and decide
• Comfort operating in early-stage, evolving environments

Benefits

We offer a competitive remuneration package where you'll be rewarded for your individual and team performance. Our comprehensive benefits package includes:

• Competitive compensation package
• Private medical & life insurance
• Learning and development opportunities
• Reward and recognition programs
• Company sponsored team-bonding events
• Weekly health and wellness activities (e.g. basketball, football, yoga, running)
• Free snacks and beverages
• Entrepreneurial culture and amazing coworkers!