Project Coordinator

Aquent; Philadelphia (Philadelphia County); On-site; USD 60,000 - 75,000; Full time

Job summary

Aquent is seeking a detail-oriented Operations Specialist to support the planning, execution, and continual improvement of promotional peer-to-peer medical education programs for our client. You will coordinate speaker management, event logistics, and compliance across virtual and in-person formats.

Working with sales, marketing, and external vendors, you will develop operational reports, assist with training materials, and drive process improvements that ensure timely delivery and high-quality

Qualifications

• 1+ year in sales, training, education, operations, or related customer-facing roles.
• Strong planning and organizational skills with attention to detail.
• Proficiency with Microsoft Office applications.

Responsibilities

• Coordinate speaker selection, contracts, tracking, and event setup.
• Perform quality reviews to ensure compliance with internal policies and regulations.
• Serve as operational resource for sales, marketing, and vendors.
• Develop and maintain operational reports and assets for speaker management.
• Collaborate with partners to test system enhancements and training materials.
• Identify opportunities to improve efficiency and processes.

Skills

Attention to detail

Communication

Planning

Collaboration

Problem-solving

Education

Bachelor’s degree (BA/BS)

Tools

Microsoft Office

Excel

PowerPoint

Outlook

Job description

Are you ready to make a tangible impact on the future of healthcare education? We are seeking a dynamic and detail-oriented professional to join a collaborative team dedicated to transforming how vital medical information reaches healthcare providers. In this role, you will partner with Aquent and our client to support the seamless execution of educational programs that ultimately drive positive patient outcomes. This is an incredible opportunity to grow your technical operations skills, collaborate with cross-functional stakeholders, and play a pivotal role in a highly regulated, fast-paced industry.

About Our Client

Our client is a global biopharmaceutical pioneer committed to delivering innovative health solutions and trusted medical education. In partnership with Aquent, they are dedicated to fostering an inclusive, forward-thinking environment where talent can thrive. By joining this team, you will contribute to high-impact educational initiatives that empower healthcare professionals with the latest clinical insights, helping to shape the future of patient care.

Role Overview

This position is vital to the planning, execution, and continuous improvement of promotional peer-to-peer medical education programs. Working behind the scenes, you will master the technical and operational aspects of the business, collaborating across boundaries to support event timelines, resource development, and event execution. Whether programs are held virtually or in person, your operational expertise will ensure compliance, quality, and seamless delivery.

Key Responsibilities

• Execute and support a broad range of speaker and event operations, including speaker selection administration, utilization tracking, contracting, event setup, quality control, feedback collection, and event closeout.
• Perform operational and quality reviews to ensure all events, content, and system requirements align with established business processes, internal policies, industry standards, and regulatory compliance.
• Serve as a key operational resource for field sales, marketing, and external vendors, providing process expertise and resolving operational challenges.
• Develop and maintain operational reports, data, platforms, and assets that support speaker management and event evaluation.
• Collaborate with strategic partners and vendors to test, implement, and roll out system enhancements and new functionalities.
• Identify opportunities for innovation and process improvement to enhance operational efficiency, and contribute to the development of training materials and operational guidance.
• Act as a subject matter expert for designated processes, systems, or event types, providing guidance and training to stakeholders.

Required Qualifications

• Minimum of one (1) year of experience in sales, training, education, operations, marketing, or a related customer-facing or business support function.
• Strong attention to detail with a demonstrated ability to manage multiple operational activities accurately.
• Excellent planning, communication, facilitation, problem-solving, and collaboration skills.
• Ability to evaluate operational challenges, identify opportunities for process improvement, and develop compliant solutions.
• Proficiency with Microsoft Office applications, including Excel, Outlook, Word, and PowerPoint.

Preferred Qualifications

• Bachelor’s degree (BA/BS).
• Prior experience within the pharmaceutical industry.
• Experience with medical education implementation and execution.
• Strong project management and process improvement skills.
• Familiarity with digital platforms and web-based technologies.
• Experience collaborating with external vendors.
• Knowledge of pharmaceutical industry compliance, regulatory, and transparency standards.