Project Assistant

• Responsibilities: You will be responsible for supporting the implementation of the latest operational and administrative processes, as well as identifying and suggesting process improvements and changes to current ways of working, to enhance quality and efficiency within the division and, where appropriate, the wider company
• Salary: $50,000 to $55,000 per annum depending on your previous experience
• Benefits: Hybrid working options, generous holiday allowance, flexible working hours, private medical and dental insurance, 401K plan, life insurance, full funding for external training, comprehensive travel insurance and more
• Role Type: Full-time, permanent
• Start Date: The role will ideally commence in September or October 2023. However, we do have start dates throughout 2023, which occur on a monthly basis
• Location: This role is available in our Boston office

Project Assistants support our project teams with a wide range of administrative, project coordination and scientific tasks. The role is therefore varied, and, in a typical week, your time will be divided across both internal projects that contribute to the successful operation of your division, as well as multiple scientific projects for our clients in the healthcare sector that will span several different disease areas.

Project-wide administrative tasks may include collating reference packs, running database searches, purchasing articles, contacting academic authors, and setting up project folders and project timelines. You will also have the opportunity to apply your scientific understanding to project work for clients. These tasks can include screening records for relevance to research questions, proofreading scientific materials and reformatting documents in line with journal submission and/or client guidelines. In addition, you will work closely with Project Managers to play an increasing role in project co-ordination, including supporting the day-to-day coordination of the project team and the preparation of progress reports for clients. You will be expected to identify and suggest process improvements to enhance quality and efficiency of the team.

Key responsibilities will include:

• Formatting, consistency and general quality control review of scientific documents, including reimbursement submissions, reports, slide sets, manuscripts, abstracts and posters
• Reformatting of scientific documents to ensure adherence to client requirements and/or relevant journal submission guidelines
• Supporting the accurate referencing of scientific materials, including preparing reference packs
• Assisting Project Managers with client and author communication on multi-component projects, and the production of progress reports and summaries that enhance the level of customer service delivered
• Supporting the development of client proposals and tracking the sent dates and associated responses
• Coordinating logistics and providing project support for events and meetings
• Ownership of tasks in our project management system to support the correct budgeting and invoicing of projects
• Scheduling meetings, and recording minutes and coordinating their distribution
• Assisting the team with planning and the development of planning tools to optimize the productivity of the team and cross-collaboration between the team and other divisions

Career Profile

We offer many opportunities for personal and professional development at Costello Medical. Please click below to read firsthand accounts from our colleagues about their time with the company: https://www.costellomedical.com/careers/working-at-costello-medical/

A Day in the Life of a Project Assistant

To learn more about a typical day for a Project Assistant at Costello Medical, please click here: