Executive Assistant/Project Coordinator

Proclinical Staffing; Wilmington (DE); On-site; USD 65,000 - 95,000; Full time

Job summary

Proclinical Staffing is seeking an Executive Assistant/Project Coordinator to support senior leadership in a fast-paced life sciences environment in Wilmington, DE. The role focuses on high-level administrative tasks and coordinating cross-team projects.

The ideal candidate will have extensive experience supporting executives in a multinational company, strong calendar and travel management skills, and familiarity with budgets and events.

Qualifications

• 5+ years in executive support or project coordination
• Experience supporting senior executives in a multinational setting
• Strong calendar, meeting and email management skills
• Ability to coordinate leadership meetings, video conferences and working groups

Responsibilities

• Provide high-level administrative and project coordination support across teams
• Coordinate complex travel arrangements and prepare expense reports
• Manage calendars, meetings and email flow for senior leaders
• Coordinate leadership meetings, working groups and video conferences
• Support budget planning, tracking and accruals with Finance
• Provide logistical support for internal and external events
• Assist with vendor contracts, purchase orders and related processes
• Collaborate with Legal and Finance on contracts and approvals

Skills

Executive support

Senior leadership support

Contract & procurement coordination

Tools

SharePoint

Job description

Ready to become the trusted right-hand to senior leaders while driving high-impact projects in the life sciences industry?

Proclinical is seeking an Executive Assistant/Project Coordinator to support senior leadership in a dynamic and fast-paced environment.

Primary Responsibilities:

The successful candidate will focus on providing high-level administrative and project coordination support, ensuring seamless operations and efficient communication across teams.

Skills & Requirements:

• Previous experience supporting Medical Affairs, pharmaceutical or life-sciences teams


• Experience working with Legal and Finance on contracts, vendors and purchase orders


• Strong SharePoint and project-tracking experience

The Executive Assistant/Project Coordinator's responsibilities will be:

• At least five years of experience in a similar executive support or project-coordination position


• Experience supporting senior executives within a multinational organization


• Strong calendar, meeting and email management experience


• Experience coordinating leadership meetings, working groups and video conferences


• Ability to organize complex business travel and prepare expense reports


• Experience providing logistical support for internal and external events


• Experience supporting budget planning, tracking and adjustments


• Ability to manage monthly accruals and coordinate with Finance and external agencies