Project Coordinator

Innovation Partners; United States; Remote; USD 52,000 - 78,000; Full time

Job summary

Innovation Partners is a growing biomedical consulting firm that supports oncology, hematology and rare-disease projects for U.S. and global clients.

The Project Coordinator will assist leadership, manage calendars, coordinate events and travel, and support research recruitment with a proactive, detail-focused approach. The role emphasizes flexible, agile collaboration across IP’s small, geographically diverse team, offering learning opportunities, professional development, and exposure to

Qualifications

• 2–5 years of relevant and transferrable work experience.
• Bachelor's degree preferred or equivalent experience.
• Proven track record managing travel, events and meetings logistics.
• Experience within pharmaceutical, medical technology or medical devices is preferred.
• Proficiency with Excel and CRM systems.

Responsibilities

• Coordinate multiple projects for different clients with attention to detail and organization.
• Plan and manage conferences, meetings, travel, and logistics, including AV, catering and accommodations.
• Support market research recruitment activities, outreach, screening and scheduling interviews.
• Provide administrative support to leadership and HR teams, including onboarding and calendar management.

Skills

Project coordination

Event planning

Travel planning

Administrative support

Market research recruitment

Education

Bachelor's degree preferred

Tools

Microsoft Excel

Microsoft 365 / Office

CRM systems

Project management software

Job description

REPORTS TO: Senior Director, Strategy and Operations

Innovation Partners, LLC is a growing, high-touch biomedicalconsulting company that partners with a variety of U.S. and global clients to bring their oncology innovations and other products to successful U.S. market launch and commercialization. We support clients with projects ranging from healthcare market and payer access, market research, medical affairs and education and custom event planning.

The Project Coordinator who joins Innovation Partners will have a unique opportunity to support many facets of the organization. An Innovation Partners Project Coordinator will be exposed to a varied range of projects and tasks in an innovative, growing and agile consulting firm working within medical affairs, medical access, and healthcare market for oncology, hematology, and rare diseases. There will be an opportunity to learn from a dedicated, knowledgeable team, and an opportunity for learning and professional development, and grow within the organization.

Innovation Partners is seeking a motivated and capable individual with a proactive attitude, excited to provide critical support to a small and geographically diverse team. The Project Coordinator will assist in a variety of tasks including event and travel planning and organization, administrative support, conference planning, market research recruitment, light project work, database management and other activities as needed.

DUTIES & RESPONSIBILITIES:

Project Coordination (40%)

We are a flexible, adaptable, and agile organization; team members are often managing multiple projects for different clients. It is important to have an individual ready and willing to assist in a project coordination and support role in a variety of tasks, all of which require a keen attention to detail and strong organizational skills. This individual would support all team members across the organization specifically providing critical support to the Leadership team.

Tasks could include:

• Online research
• Proof reading and document creation
• Formatting documents and PowerPoint slides
• Entering information into project management software
• Managing file storage as needed
• Working in coordination with leadership team to manage IP database (client and KOL) to enter information into the database, organize and retrieve data, add new data etc. as needed
• Scheduling client calls and meetings and general calendar management
• Fielding client inquiries

Conference, Meeting and Travel Planning (20%)*

Planning around annual industry specific conferences (US and internationally hosted) is a critical activity for Innovation Partners. Conferences are attended to conduct client specific projects, facilitate networking opportunities and gain relevant, important and timely industry knowledge. The organization is seeking a capable and detail-oriented individual who can actively and efficiently manage and coordinate the annual conference calendar and associated logistics for the organization.

Tasks could include:

• Owning and maintaining an organization wide comprehensive conference calendar and schedule
• Arranging meeting rooms and meeting spaces for use at conferences and coordinating all associated details i.e. A/V, banquet catering etc.
• Planning team member transportation, accommodation and associated details for conference and client meeting attendance
• Registering team members for conferences
• Attending conferences in person managing and coordinating logistics in real time
• Scheduling meetings to be conducted at conferences and coordinating with all involved parties
• Planning events/ dinners (both client and team) to be held at conferences and managing all associated details
• Preparing any materials/ information needed i.e. arranging the printing of materials, delivery of supplies, coordination of onsite materials etc.
• Work with appropriate conference organizations as well as third party event organizations
• Collaborate with IP accounting team to process conference expenses

Market Research Recruitment Support (20%)

The Project Coordinator will provide administrative and logistical support for recruiting healthcare professionals and other eligible participants for project at IP. The coordinator will with with Market Research to help identify potential participants, coordinate outreach and screening, schedule interviews, and maintain accurate recruitment records. This role supports recruitment execution; study design, participant eligibility criteria, and research decisions remain with the project lead.

Tasks could include:

• Sending approved recruitment invitations and follow-up communications
• Administering approved screening questionnaires, recording responses, and referring eligibility questions to the project team
• Coordinating participant availability, interview scheduling, calendar invitations, reminders, and rescheduling with participants, moderators, and project team members
• Maintaining recruitment trackers and approved databases with outreach history, screening status, scheduled interviews, attendance, and progress against recruitment targets; flagging delays or recruitment gaps to the project lead
• Coordinating with external recruitment vendors as directed, sharing approved requirements, and tracking recruitment updates to help avoid duplicate outreach or bookings
• Tracking interview completion and coordinating approved participant honoraria documentation with the project lead and accounting team.

Administrative Support (20%)

Our core team working out of the Excelsior, MN office is seeking an individual capable of managing all office management duties and supporting the leadership team with administrative needs as they arise.

Tasks would include:

• Managing calendar and scheduling request for Managing Director and leadership team as needed
• Assisting Director of HR and Corporate Planning with onboarding tasks, team meeting and Summit planning and coordination
• Coordinating with vendors such as IT support, internet providers etc.
• Managing the space and associated bookings of meeting rooms and conference space
• Ensuring food supplies are kept stocked and hot and cold beverages are made available
• Arranging team breakfast, lunches and dinners on occasion
• Assist in any additional office management duties as needed

EXPERIENCE

• 2-5 years of relevant and transferrable work experience
• Bachelor's degree preferred
• Proven track record managing travel/event/meeting details and logistics
• Relevant industry experience preferred e.g. experience within pharmaceutical, medical technology or medical device manufacturers
• Experience with oncology/ hematology preferred
• Competency working within Excel required
• Familiarity with CRM systems preferred

ATTRIBUTES

• Ability to work independentlyas aself-starter and a reliableteamcontributor
• Ability to work under deadlines and multi-taskcapablyadapting tochanging circumstances
• Must align with and exhibit Innovation Partners values in all interactions
• Excited to contribute to a small but an accomplished and values driven team, willing to lead, assist and support in a variety of ways
• Solid written and oral communication skills
• Highly organized, self-motivatedandresourceful
• Capacity and desire to learn and grow
• Efficient and works with a sense of urgency
• Positive and proactive approach to every task however big or small
• Calm and professional attitude and comfort with ambiguity and managing changing demands
• Able to handleinternal and client information while maintaining a high level of confidentiality
• Strong attention to detail, good proofreading skills
• Experiencedand competent in usingMicrosoft Suite/ 365 (Word, PowerPoint, Excel, SharePoint and Outlook)

Physical Demands

The physical demands of this job are consistent with light office duties. Some lifting of items/boxes may be required. Up to 30% US travel may be required.

The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Work Environment

This position's work environment is remote.

The work environment characteristics described here are representative of those encountered by an employee while performing the essential functions of this job.

To perform this job successfully, an individual must be able to perform each roles and responsibilities satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Innovation Partners is an EEO/Affirmative Action Employer and does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, national origin, protected veteran status, disability or any other legally protected status.