Project Coordinator

• Gain understanding of who clients are and how we support them
• interact with clients in administrative capacity
• Gain experience with business writing skills by documenting client contact reports, requests, and meeting outcomes concisely and accurately
• Support senior colleagues by facilitating daily administrative or project-related tasks, as experience permits
• Learn how to manage project expectations and provide regular updates on project status, risks, and timelines
• Develop basic knowledge of client organizations, products, disease states, client SOPs and processes and medical education
• Learn agency workflow and systems for routing projects and trafficking materials to the creative and editorial teams, ensuring timely review and adherence to project timeline and budget
• This may also include preparing project briefs
• Open and maintain all project files and job folders according to team naming and file management processes
• Opens jobs within the project and time management system (Workamajig)
• Learn how to prepare weekly burn reports and/or track project budgets
• Develop a basic understanding of internal and client financial processes and SOPs and support senior team with financial management
• Proficient in scheduling and coordinating meetings, ensuring seamless communication, calendar alignment, and efficient time management across teams and external stakeholders
• Participate in internal/external meetings, distilling notes into key points and actionable next steps for stakeholders
• Proactively communicate project status to internal stakeholders, keeping a clear record of all critical communications
• Carefully evaluate project workload and timelines, raising potential resourcing risks with manager to collaboratively determine how to manage coverage needs
• Provide support and actively participate on project team driving effective teamwork and using strong collaboration skills
• Ensure all project deliverables meet high-quality standards by conducting thorough content reviews prior to client submission
• Manage routing and submission of materials for review, demonstrating basic knowledge of Veeva and related Medical, Legal, and Regulatory (MLR) systems required for client projects

• Bachelor’s degree, preferably in health sciences, marketing, or communications
• At least one year of work or related experience in a healthcare, marketing, or communications agency
• Excellent organizational skills, attention to detail, and follow-through
• Proficient in Microsoft Office products including Outlook, Teams, Word, beginner-level Excel and PowerPoint

Experience with publication management software is a plus