The Opportunity

The Project Coordinator serves as a trusted administrative partner to the Vice President (VP), Medical Affairs and the European SWAT team, comprising Medical, Market Access, and Commercial. Reporting to the VP, Medical Affairs, this role provides executive support and coordinates day-to-day administrative activities across the three functions to enhance team effectiveness and support collaboration across Europe.

The role also partners with administrative colleagues across Europe and globally to establish consistent ways of working and coordinate support for the SWAT team across the European markets.

The successful candidate will thrive in a fast-paced environment, exercise independent and sound judgment, build strong partnerships across the organization, and establish reliable administrative processes that support the team as it grows.

Key responsibilities include

As the lead administrative support to the VP, Medical Affairs and the European SWAT team, this role enables leadership and team effectiveness through proactive coordination, executive support, and cross-functional collaboration.

• Manage the VP’s complex global calendar and coordinate SWAT team scheduling, balancing competing priorities, proactively resolving scheduling conflicts, and ensuring readiness for meetings across global time zones.

• Coordinate engagement across the SWAT team and European markets by partnering with administrative colleagues and cross-functional stakeholders to optimize scheduling and meeting effectiveness.

• Coordinate travel for the VP and SWAT team, including itineraries and bookings, and organize team meetings, off-sites, and events, including logistics, follow-up, and action item tracking.

• Prepare meeting agendas, compile and distribute materials, record minutes and decisions, and follow up with action owners on agreed deadlines.

• Provide administrative coordination for SWAT team projects, maintaining timelines, action trackers, and status updates and escalating overdue items to the relevant team members.

• Draft routine correspondence and format presentations, reports, and briefing documents using content provided by the VP and SWAT team; coordinate document review and distribution.

• Coordinate the administrative processing of consulting agreements, statements of work, purchase requests, and vendor engagements supporting SWAT team activities, in partnership with Legal, Procurement, and Finance; track approvals, signatures, and renewals.

• Maintain trackers for purchase orders, invoices, and team activity expenditure; follow up on payment queries and provide administrative support to budget owners and Finance.

• Build trusted partnerships across the organization while handling sensitive information with the highest level of confidentiality and discretion.

• Maintain shared team files, contact lists, distribution lists, and administrative records, ensuring documents are current, organized, and accessible to authorized colleagues.

• Partner with country administrative colleagues and SWAT team members to develop, implement, and continuously improve administrative workflows, templates, and coordination practices.

• Support the administrative onboarding and integration of SWAT team members by coordinating induction meetings, preparing team information packs, and maintaining onboarding checklists with HR and the relevant managers.

• Share administrative tools and best practices with European and global administrative colleagues and coordinate backup support when needed.

• Participate in the corporate administrative community, build strong partnerships and advance collaboration across administrative teams.

Required Skills, Experience and Education:

• Bachelor's degree or equivalent combination of education and experience.

• 8+ years of progressively responsible experience providing executive support to senior leaders and administrative support to cross-functional teams within a fast-paced environment.

• Experience supporting senior executives and leadership teams within a matrixed regional organization, including complex regional calendar management, travel planning, and meeting coordination.

• Experience coordinating administrative support across multiple functions, managing competing requests, and agreeing priorities with senior leaders.

• Demonstrated ability to independently manage multiple competing priorities, exercise sound judgment and discretion, anticipate needs, identify risks, and proactively implement solutions.

• Exceptional organizational, administrative coordination, and time management skills, with strong attention to detail and the ability to follow through on actions and deadlines across functions.

• Strong business acumen, communication, and interpersonal skills, with the ability to build productive relationships across functions, levels, and external partners.

• Able to handle highly confidential information with professionalism, integrity, and discretion.

• Proactive, solution-oriented mindset with the flexibility to thrive in a dynamic, high-growth environment.

• Proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Word, Teams, and Excel.

Preferred Skills:

• Biotechnology, pharmaceutical, or life sciences industry experience.

• Experience supporting a growing regional team across Medical Affairs, Market Access, and Commercial.

• Experience with contract administration, procurement processes, expense reporting, invoice processing, and budget tracking.

• Familiarity with project management tools such as Smartsheet, Asana, or similar platforms.

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