Project Administrator, Promo Med Ed

Working at Real Chemistry and in the healthcare industry isn’t just a job for us. We got into this field for different reasons, but we all stay for the same reason – to uncover insights, make meaningful connections, infuse creativity, and improve the patient experience by transforming healthcare through AI and ideas.

Real Chemistry creates the world around modern therapies with over 2,000 talented professionals, and for the last 20+ years has, carved out its space at the intersection between healthcare, marketing and communications, data & AI, and the people at the heart of it all. We work with the top 30 pharma and biotech companies and are built for uncommon collaboration—we believe we are best together, bring together experts from a wide range of disciplines collaborate without barriers under a single, unified mission: to transform what healthcare is to what it should be. This one-of-a-kind model allows us to work in a way that better reflects how people experience healthcare—all with the intent to transform healthcare from what it is to what it should be. But we can’t do it alone – you in?

We are looking for a Project Administrator, Client Services to join our team!

The Project Administrator, Client Services will partner with our Promotional Medical Education client services teams to provide critical account management support to meet the client’s strategic objectives. The position will be involved in client meetings and communications to ensure the support of flawless planning across multiple platforms to achieve successful deliverables. This role will be familiar with the overall campaign and project scope, as well as the objectives to effectively coordinate the activities of the cross-functional team.

This is a hybrid role, based in New York City, Boston, Chicago, Carmel, or San Francisco—or remotely within the US, depending on team and business needs.

What you’ll do:

• Provide project-related support and logistics for the execution of programs, as well as communications for such things as contracting, speaker trainings, and advisory boards 

• Serves as liaison between healthcare providers (HCPs), clients, and the company and is responsible for the preparation and dissemination of all communications regarding the project, as well as ensuring their deliverables are of the highest quality at all times.

• Assist Project and Account Managers with detailed project schedule updates and budget management, while ensuring that all progress, time, and effort reporting is based on current and accurate information 

• Communicate relevant campaign/project information (e.g., status, issues, potential risks) to the cross-functional team, as needed 

• Prepare communications and route documents through quality processes, in preparation for client review/approval

• Monitoring and performing analysis of risk, issues, and problems for trends that may require corrective action from Project Managers 

• Assist with the facilitation of all internal team meetings as directed by the Project or Account Managers, including but not limited to developing team meeting agendas, notes and following up on action items as appropriate

• Serve as the internal team liaison regarding project task details and questions 

• Follow all policies, procedures, industry standards, and compliance guidelines and ensure team members’ adherence 

• Under direct supervision, the PACS is a key member of the department, managing logistical deliverables such as HCP communications, coordination, and materials, and assisting with travel logistics

• Any other duties as reasonable assigned; duties and responsibilities may be removed, modified, or added by leadership at any time as business or operations require 

This position is a perfect fit for you if:  

• Our Company values – Best Together, Impact-Obsessed, Excellence Expected, Evolve Always and Accountability with an “I” – really speak to you. 

• You are adaptable, resilient, and OK with adjusting your scope, responsibilities, and focus as we grow. When things change, so do we. We’re always evolving. 

• You are proactive, driven, and resourceful with strong prioritization skills and a desire to dive into the data. 

• You are a highly organized self-starter, able to work independently and under tight deadlines. 

• This position may require moderate overnight/weekend travel (approximately 10%); the Project Administrator provides on-site leadership of program management at events such as speaker training meetings and advisory boards for HCPs

• This position requires occasional nonstandard work hours (up to 20%) in accordance with project needs, deadlines, deliverables, and urgent requests

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