Project Coordinator – Executive Administrative & Communications Support

Alphanumeric Systems; Durham (NC); On-site; USD 25,000 - 36,000; Full time

Job summary

Alphanumeric Systems in Durham, NC is seeking an experienced Administrative and Communications Coordinator to support the Head of Communications. The role focuses on executive calendar management, meeting coordination, travel arrangements, expense reporting, and event planning.

The ideal candidate has strong executive support background, excellent organization, and comfort managing multiple responsibilities independently.

Qualifications

• 4–5 years of relevant administrative, executive support, or coordination experience.
• Hands-on experience with SAP Concur and Microsoft Outlook is required.
• Experience coordinating meetings, calendars, travel, and administrative activities.
• Strong organizational skills with excellent attention to detail.
• Ability to manage multiple priorities independently and meet deadlines.
• Excellent written and verbal communication skills.
• Dependable, accountable, and proactive approach to assigned responsibilities.

Responsibilities

• Provide daily administrative support to the Head of Communications.
• Manage Outlook calendars, schedule appointments, and coordinate internal and external meetings.
• Arrange business travel and process expense reports using SAP Concur.
• Coordinate meeting logistics, prepare agendas, distribute materials, and maintain meeting records.
• Take meeting minutes, track action items, and follow up on outstanding requests.
• Assist with routine correspondence, presentations, and document preparation.
• Maintain organized electronic files and shared documentation using Microsoft Teams and SharePoint.
• Support basic budget tracking and administrative reporting.
• Assist with planning patient advocacy and disease-awareness events.
• Manage event scheduling, invitations, materials, and logistical arrangements.
• Work with internal teams and approved external agencies to coordinate event activities.
• Maintain event records, attendee information, and follow-up documentation.
• Provide administrative assistance for communications initiatives and stakeholder meetings.

Skills

SAP Concur

Microsoft Outlook

Tools

Microsoft Excel

Microsoft Teams

SharePoint

PowerPoint

Job description

Project Coordinator – Executive Administrative & Communications Support

Pay Rate: Up to $22.00/hour

Industry: Pharmaceuticals / Life Sciences

About the Opportunity

Alphanumeric is seeking an experienced Administrative and Communications Coordinator to support the Head of Communications for a leading global pharmaceutical organization in Durham, NC.

This is a hands-on administrative support role focused on executive calendar management, meeting coordination, travel arrangements, expense reporting, and event planning.

The ideal candidate has a strong background in executive or senior-level administrative support, is highly organized, and is comfortable managing multiple responsibilities independently.

This position is best suited for an experienced Administrative Assistant, Executive Assistant, or Communications Administrative Coordinator rather than a traditional project manager.

Executive Administrative Support

• Provide daily administrative support to the Head of Communications.
• Manage Outlook calendars, schedule appointments, and coordinate internal and external meetings.
• Arrange business travel and process expense reports using SAP Concur.
• Coordinate meeting logistics, prepare agendas, distribute materials, and maintain meeting records.
• Take meeting minutes, track action items, and follow up on outstanding requests.
• Assist with routine correspondence, presentations, and document preparation.
• Maintain organized electronic files and shared documentation using Microsoft Teams and SharePoint.
• Support basic budget tracking and administrative reporting.

Communications & Event Coordination

• Assist with planning and coordinating patient advocacy and disease-awareness events.
• Manage event scheduling, invitations, materials, and logistical arrangements.
• Work with internal teams and approved external agencies to coordinate event activities.
• Maintain event records, attendee information, and follow-up documentation.
• Provide administrative assistance for communications initiatives and stakeholder meetings.

Administrative Organization & Compliance

• Maintain accurate records and documentation in accordance with established company procedures.
• Prioritize competing administrative requests and ensure timely follow-through.
• Support established patient engagement policies and guidelines.
• Escalate questions or concerns to appropriate team members.

Required Qualifications

• 4–5 years of relevant administrative, executive support, or coordination experience.
• Hands-on experience with SAP Concur and Microsoft Outlook is required.
• Experience coordinating meetings, calendars, travel, and administrative activities.
• Strong organizational skills with excellent attention to detail.
• Ability to manage multiple priorities independently and meet deadlines.
• Excellent written and verbal communication skills.
• Dependable, accountable, and proactive approach to assigned responsibilities.

Preferred Qualifications

• Microsoft Excel experience.
• Familiarity with Microsoft Teams, SharePoint, and PowerPoint.
• Experience supporting senior leadership or communications teams.
• Experience coordinating corporate meetings, events, or stakeholder engagement activities.
• Previous experience in pharmaceuticals, healthcare, life sciences, or a regulated corporate environment.

Work Arrangement

Candidates located in or near Durham, NC are strongly preferred. Remote candidates may be considered if qualified local candidates are unavailable.

Why Join Alphanumeric?

At Alphanumeric, we connect talented professionals with opportunities to make a meaningful impact. Join us in supporting initiatives that advance patient engagement, communications, and collaboration within the life sciences industry.