Hiring: Project Manager

Austin, TX · Hybrid

The Role

At Butler, the Project Manager is the studio’s guardian of operational excellence. While our collaboration managers point clients toward what’s next, you protect the how and the by-when: you make sure the right people are on the right work at the right time, that timelines and budgets hold, and that great work ships without burning out the team.

This is a role with real authority. You own our project management system, you’re the authority on how work is tracked and structured in Asana, and you proactively manage capacity, resourcing, timelines, and budget reporting across every project in the studio — branding, print, digital, web, video, events, campaigns, and Butler’s own internal work. You’ll partner closely with collaboration managers, designers, writers, strategists, and outside partners to make sure issues surface early, before they become problems.

You’re also the studio’s convener — you bring the right people together around the work when a live conversation earns it, and let Asana carry the rest. Most of your convening is account-specific: focused standups with the people doing the work, rather than a standing, studio-wide status.

What You’ll Do

• Translate approved scopes into full project plans, timelines, and resourcing schedules that account for the entire lifecycle of a deliverable — creative build, production, review, and placement/publish — not just the creative build.

•   Support collab managers to build objective, realistic estimates and pricing in, protecting margin from the outset.

• Stand up the Asana architecture for each project at kickoff — parent tasks, subtasks, owners, due dates, and the right views — so work is legible from day one.

• Ensure the brief or intake captures deliverables, and that design and copy leads are named in the brief and in Asana at kickoff, so everyone works from the same understanding.

• Propose the internal review (IR) calendar from the project timeline, then confirm feasibility with creative leads — keeping that coordination off the creative team’s plate.

• Provide logistic support for Blitzes: scheduling, invitations, printing posters, et al.

• For Butler’s own MarComm work, own the Asana intake form as the infrastructure layer and route each request by type (social, email, case study, event).

• Keep Asana current in real time as the single source of truth; move conversations about work into Asana parent tasks rather than scattered Slack threads.

• Keep a weekly pulse on capacity with creative and collaboration leads, and prepare and drive the monthly Resourcing Meeting’s 2–3 month look-ahead in Asana, so new work is slotted thoughtfully rather than absorbed on top of an already full plate.

• Convene account-specific standups (see Convening the Work) where each person speaks to their own contribution; hold the milestone covenant and keep the conversation grounded in the work plan.

• Protect team capacity — surface bottlenecks, timing risks, and scope conflicts as early as possible, before they become missed deadlines.

• Establish stakeholder-coverage norms so the right people (design, copy) are in the room by default when their work is on the agenda.

• Coordinate outside resources on the operational path — freelancers, production partners, and vendors — keeping them on timeline and tracked in Asana, without owning their contracts, commercials, or output quality (see Working With External Partners).

• Coordinate the review process; for MarComm, route work through PageProof with structured reviewers and version tracking, ending in a tracked final sign-off.

• Monitor budgets and hours against plan; flag overages and resourcing gaps early, and guard against “banking” and scope creep.

• Hold deadline compliance across all active projects.

• Own quality control on the operational path to delivery — the right assets, versions, and approvals in place before anything ships.

• Coordinate publish and placement by type (for example, Squarespace for case-study pages; HubSpot for social, email, and event promotion), with placement set up in parallel with the creative build wherever possible.

• Certify completion and ensure documentation and project files are captured and organized.

• Capture what’s working as repeatable practice, and continuously improve process for predictability, efficiency, and quality as the studio scales.

What We’re Looking For

• 3–5 years of project-management experience, ideally in a brand studio, ad agency, or other creative communications environment.

• Proficient in Google Suite, Slack, Asana, Harvest, HubSpot, and online proofing tools (e.g., PageProof).

• Experience with capacity planning, resourcing, and scheduling across multiple simultaneous projects.

• Comfortable building timelines that account for the full lifecycle of a deliverable — including production and placement.

• A calm, proactive communicator who surfaces capacity conflicts and scope concerns early.

• Able to manage multiple project timelines and scopes without losing attention to detail.

• Comfortable coordinating external vendors and freelancers operationally, in support of the leads who own those relationships.

• Highly organized, with a natural ability to anticipate issues before they become problems.

• A collaborative mindset and genuine appreciation for creative process.

• Adaptable and flexible — able to scale a process to meet its intended purpose.

What Success Looks Like

• The studio is working consistently out of Asana — it’s the source of truth, not a backup.

• Capacity conflicts are flagged on Mondays, not discovered on Fridays.

• Budgets and timelines hold — even in busy seasons.

• Internal reviews are coordinated with creative buy-in and grounded in the timeline.

• Work discussions live in Asana parent tasks, not scattered across Slack threads.

• Each standup is client-specific, milestone-grounded, and led by the people doing the work.

About Butler

• Our studio is based in Austin, TX.

• We are a brand development studio helping companies, nonprofits, and civic institutions design communications that steward, protect, and promote the natural world.

• We operate on a hybrid model, working a combination of remote and in the office.

• We value mental and career health, and create space to maintain both.

• We will always be closed between Christmas Eve and New Year’s Day.

• We say “yes, and…” a lot.

Interested?

Email your cover letter, resume, and three references to work@withbutler.com.

If you have examples of how you’ve improved project workflows, managed resourcing, or saved a project from going off the rails — we’d love to hear about them.