Biohackers World is a leading US-based conference and expo that brings together science, wellness, and community. With events in major cities (Los Angeles, Chicago, Miami, New York, San Francisco), we connect health innovators, visionary speakers, longevity experts, spirituality and health optimization enthusiasts into one transformative experience. We create an immersive environment where ideas are exchanged, collaborations are formed, and the future of health and technology is shaped.
Mission of the Role
We are seeking an experienced Project Manager to serve as the central coordination hub across our cross-functional teams. We need a dedicated project management professional (this is not an event manager role) whose core mission is ensuring alignment, accountability, and on-time delivery across Event Experience, Marketing, Partner Success, Academy, and Social Media.
Your primary focus will be orchestrating workflow, tracking milestones, removing blockers, and maintaining transparency between disciplines. You will leverage project management tools to keep everyone synchronized while events move toward execution.
Key Responsibilities
Cross-Functional Workflow * Serve as the primary integration point between Event Experience, Marketing, Leadership, and other departments * Build and maintain master project timelines showing dependencies across all teams * Lead weekly cross-departmental sync meetings to surface blockers and track progress * Translate high-level event goals into actionable workstreams for each department * Own the end-to-end project management system for all active event activities * Monitor milestone completion and trigger interventions when teams fall behind schedule * Conduct post-event retrospectives capturing process improvements for future events
Tool & Systems Management * Administer and optimize the project management stack (Notion, ClickUp, Jira/Confluence, or similar) * Ensure consistent methodology across projects (task naming, status tracking, reporting) * Create dashboards and automated reports for leadership visibility * Train teams on best practices for tool adoption and data hygiene * Integrate PM tools with complementary systems
Stakeholder Communication * Provide executive leadership with concise status updates and risk summaries * Facilitate communication channels between teams that don’t typically collaborate * Document decisions, action items, and agreements in shared repositories * Maintain single source of truth for timelines and deliverables
Process Improvement * Identify bottlenecks in cross-team handoffs and implement solutions * Standardize project templates and checklists for repeatable efficiency * Recommend tool enhancements or workflow changes based on team feedback * Measure and report on team velocity, cycle times, and delivery predictability
Qualifications * 5+ years of project management experience in agency, tech, or complex service environments * Proven track record managing cross-functional initiatives with 10+ stakeholder groups * Experience scaling project management processes as organizations grow * Bachelor’s degree in Business, Communications, Operations, or related field * PMP, PRINCE2, CAPM, or equivalent certification strongly preferred * Agile/Scrum certification (CSM, SAFe) considered advantageous * Expert-level proficiency with at least 1 of these tools: Notion, ClickUp, Jira/Confluence, Asana * Advanced skills in creating workflows, automations, custom views, and reporting dashboards * Ability to quickly learn new tools as our stack evolves * Systems thinking with ability to see how workstreams interconnect * Diplomatic communication style for navigating cross-department dynamics.
