Project Coordinator – Medical Communications

Role Overview

• 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
• We provide equal opportunity and foster an inclusive spirit