XM Project Manager

We’re looking for a Project Manager to join our Account Services team, supporting our XM (Experiential Marketing) work.

You’ll manage integrated marketing projects from kickoff to delivery, partnering with clients and cross-functional teams to keep timelines, budgets, vendors, and deliverables on track. You bring experience managing multiple concurrent projects, strong communication and problem-solving skills, and a solid understanding of agency workflows and campaign execution.

About Us

INNOCEAN Worldwide Canada is an award-winning global marketing and communications company based in Toronto with offices across 16 countries and growing. At INNOCEAN, we believe the future of business belongs to companies and brands that understand how to create memorable customer experiences. We are passionate about creating extraordinary value for our clients, providing bespoke solutions that propel their business forward locally, nationally, and internationally.

Position Summary

This role supports the planning, coordination, and execution of experiential marketing and advertising initiatives, ensuring projects are delivered on time, on budget, and aligned with client expectations. You'll partner closely with Account Services, Creative, Production, and Strategy teams to manage vendors, workflows, timelines, project documentation, and deliverables across multiple concurrent projects.

This role is ideal for a project management professional who thrives on managing high volumes of work while maintaining exceptional attention to detail proactive, solutions-focused, and capable of balancing multiple priorities while fostering strong working relationships with clients and internal stakeholders.

Key Responsibilities

Client & Stakeholder Coordination

• Serve as a day-to-day project management contact for assigned accounts and internal teams.
• Support client meetings, project kickoffs, status meetings, and timeline reviews.
• Maintain clear and proactive communication with stakeholders on project status, deliverables, timelines, and dependencies.
• Partner with Account Services teams to ensure projects align with client objectives and business priorities.
• Help manage client expectations related to schedules, approvals, and deliverables.

Project Planning & Delivery

• Develop and maintain project schedules, timelines, workback plans, and task tracking documents.
• Support the coordination and execution of experiential marketing campaigns, working closely with creative, digital, social, strategy, and CRM teams.
• Ensure projects progress according to established timelines and milestones.
• Monitor project deliverables and follow up with team members to maintain momentum and accountability.
• Identify project risks, scheduling conflicts, or resource constraints and escalate as appropriate.
• Support quality control processes to ensure deliverables meet client and agency standards.

Scope & Financial Administration

• Assist with project estimates, scopes of work, change requests, and project documentation.
• Work closely with Account Services and Finance teams to maintain project accuracy and financial visibility.
• Ensure project records, documentation, and status reporting are current and organized.

Resource & Workflow Coordination

• Coordinate activities across cross-functional teams to ensure work is prioritized and delivered efficiently.
• Maintain project management tools, schedules, and reporting systems.

Process & Operational Excellence

• Follow established project management processes, workflows, and best practices.
• Identify opportunities to improve efficiency, communication, and project delivery.
• Contribute to the development and refinement of project management tools, templates, and documentation.
• Support continuous improvement initiatives across the agency.

Qualifications & Experience

• College diploma or university degree.
• 2–3 years of project management, account coordination, or project coordination experience within an advertising, marketing, XM, or integrated agency environment.
• Experience managing multiple projects simultaneously in a fast-paced, deadline-driven environment.
• Strong understanding of agency workflows, creative development processes, and campaign execution.
• Proven ability to manage large volumes of deliverables, deadlines, and stakeholder requests while maintaining accuracy and attention to detail.
• Strong organizational, time management, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to build effective working relationships across teams and departments.
• Comfortable managing competing priorities and adapting to changing business needs.
• Proficient with Smartsheet, SharePoint, and the Microsoft Office Suite.
• Experience with project management platforms and workflow tools is considered an asset.

What you’ll love about working at INNOCEAN Canada:

• People-first and Inclusive of all - we’re proud to be recognized by ‘Great Places to Work’ FIVE years in a row and counting - overall, as well as for youth, inclusion, and as a Best Place to Work for Women
• Flexible hybrid work set up (2 days in winter; 3 days in summer) with an awesome space at King Street West for collaboration and team get-togethers
• Generous time off plus an end of year winter break; our people also get extra days off when they reach key work milestones!

Target Salary: $60,000 - $70,000

Additional information:

This is an active, approved role.

Our recruitment team may use AI-assisted tools to help identify and review candidate applications based on job-related requirements and qualifications. All hiring decisions are made by humans.

INNOCEAN Canada is an equal opportunity employer that is committed to diversity, inclusion, and teamwork. We encourage all qualified applicants to inquire below. Any disability-related needs will be accommodated throughout the recruitment process.