Supporting coordination and administration of projects from initiation through closeout.
Creating, maintaining, and updating project tasks, timelines, and milestones within the agency project management system.
Ensuring project information remains current throughout the lifecycle of each project.
Assisting with project setup, including creation of timelines aligned to scopes of work and billing schedules.
Supporting resource booking by assisting with assignment and scheduling of hours across project tasks.
Preparing and maintaining internal and client status reports for review by senior team members.
Assisting with scheduling and coordination of internal and client status meetings; preparing agendas and recaps as needed.
Supporting the medical/regulatory/legal (MLR) review process, including document submission, tracking, and follow-up.
Maintaining organized project documentation and historical records in accordance with agency SOPs.
Supporting tracking and allocation of project-related expenses.
Assisting with data entry and maintenance in relevant systems (e.g., publication databases, agency management systems).
Assisting with audits, invoicing support, and revenue reporting as required.
Communicating clearly and professionally with internal teams; escalating issues or risks promptly without responsibility for resolution decisions.
Participating in client meetings and programs as needed, supporting senior team members rather than leading client interactions, onsite when required.
Performing other project coordination and administrative duties as assigned.
Requirements
Bachelor’s degree required, or equivalent related industry experience (Communications, Life Sciences, Business, or related field preferred)
1–2 years of experience in project coordination, project management, or a related administrative role
Prior experience in a medical communications, agency, consulting, or professional services environment preferred
Exposure to project management tools and systems strongly preferred
Foundational understanding of project coordination practices and workflows
Strong organizational and administrative skills with high attention to detail
Ability to manage multiple tasks and deadlines in a fast‑paced environment
Excellent written, verbal, and interpersonal communication skills
Ability to follow established processes while learning when and how to escalate issues
Strong time‑management and prioritization skills
Proactive, solutions‑oriented mindset with willingness to learn and grow
Ability to collaborate effectively with cross‑functional internal teams
Working knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook)
Familiarity with project management tools and document submission systems preferred
Professionalism, integrity, and composure under pressure
Willingness to travel occasionally (<10%) to support client programs.
Benefits
Diversity, equity and inclusion are valued at Red Nucleus and we believe we have a shared responsibility to provide equal opportunity and foster an inclusive spirit.
We do not discriminate on the basis of race, color, national origin, religion, caste, sexual orientation, gender, age, marital status, veteran status, or disability status.