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About the Role

The Project Coordinator supports the successful execution of medical communications projects by enabling coordination and administration. This role partners closely with Client Engagement and Production stakeholders to ensure timelines, documentation, and processes are maintained accurately and consistently, playing a critical role in keeping projects organized and moving forward.

Responsibilities

• Support coordination and administration of projects from initiation through closeout.
• Create, maintain, and update project tasks, timelines, and milestones within the agency project management system.
• Ensure project information remains current throughout the lifecycle of each project.
• Assist with project setup, including creation of timelines aligned to scopes of work and billing schedules.
• Support resource booking by assisting with assignment and scheduling of hours across project tasks.
• Prepare and maintain internal and client status reports for review by senior team members.
• Assist with scheduling and coordination of internal and client status meetings; prepare agendas and recaps as needed.
• Support the medical/regulatory/legal (MLR) review process, including document submission, tracking, and follow-up.
• Maintain organized project documentation and historical records in accordance with agency SOPs.
• Support tracking and allocation of project-related expenses.
• Assist with data entry and maintenance in relevant systems (e.g., publication databases, agency management systems).
• Assist with audits, invoicing support, and revenue reporting as required.
• Communicate clearly and professionally with internal teams; escalate issues or risks promptly.
• Participate in client meetings and programs as needed, supporting senior team members.
• Perform other project coordination and administrative duties as assigned.

Requirements

• Bachelor’s degree required, or equivalent related industry experience (Communications, Life Sciences, Business, or related field preferred).
• 1–2 years of experience in project coordination, project management, or a related administrative role.
• Prior experience in a medical communications, agency, consulting, or professional services environment preferred.
• Exposure to project management tools and systems strongly preferred.
• Foundational understanding of project coordination practices and workflows.
• Strong organizational and administrative skills with high attention to detail.
• Ability to manage multiple tasks and deadlines in a fast‑paced environment.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to follow established processes while learning when and how to escalate issues.
• Strong time‑management and prioritization skills.
• Proactive, solutions‑oriented mindset with willingness to learn and grow.
• Ability to collaborate effectively with cross‑functional internal teams.
• Working knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Familiarity with project management tools and document submission systems preferred.
• Professionalism, integrity, and composure under pressure.
• Willingness to travel occasionally (<10%) to support client programs.

Skills

• Project coordination
• Project management
• Administrative support
• Medical communications
• Agency environment
• Consulting
• Professional services
• Project management tools
• Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Document submission systems

Location

• Toronto

Work Type

• Hybrid

Experience Level

• 1-2 years

Education Level

• Bachelor's degree or equivalent experience

Salary/Compensations

• $58,277 - $65,000 CAN

About the Company

• Red Nucleus' purpose is advancing knowledge to improve lives.
• We are the premier provider of strategic learning and development, scientific advisory services, and medical communications solutions for the life sciences industry.
• Our global team is composed of nearly 800 full-time employees.
• We are committed to creativity, quality, and on-time delivery.
• We believe in providing a rich working environment that pushes us to innovate.
• Our culture is about meaningful work, a true sense of community, and fun.
• We celebrate our people and have been recognized as a “Great Place to Work.

Equal Opportunity

• Diversity, equity and inclusion are valued at Red Nucleus.
• We provide equal opportunity and foster an inclusive spirit.
• We do not discriminate on the basis of race, color, national origin, religion, caste, sexual orientation, gender, age, marital status, veteran status, or disability status.