About the roleThe Project Management Specialist supports the planning, coordination, tracking, and
execution of cross-functional projects across the organization. Working closely with
project leaders and functional teams, this role helps ensure projects remain on track by
facilitating meetings, maintaining timelines, tracking actions and risks, and supporting
effective communication across stakeholders.
This position is ideal for a highly organized, detail-oriented individual who thrives in a
fast-paced environment and enjoys helping teams turn plans into execution. The Project
Management Specialist serves as a central point of coordination across departments
including Clinical Development, Regulatory Affairs, Medical Affairs, Commercial,
Technical Operations, Finance, and Corporate Functions.
What you'll do- Project Planning & Execution
- Support development and maintenance of integrated project plans and timelines.
- Track project milestones, deliverables, dependencies, and action items.
- Monitor project progress and proactively identify schedule risks or delays.
- Coordinate activities across multiple projects and workstreams.
- Assist project leaders with execution of strategic initiatives and operational priorities.
- Meeting Coordination & Governance
- Schedule and coordinate cross-functional project meetings.
- Develop agendas and distribute meeting materials.
- Capture meeting minutes, decisions, action items, and key follow-up activities.
- Maintain project documentation and decision logs.
- Ensure accountability for action item completion.
- Reporting & Communication
- Prepare project status reports, dashboards, and presentation materials.
- Consolidate updates from functional teams. Escalate risks, issues, and resource constraints to project leadership as appropriate.
- Support preparation of Executive Committee, Leadership Team, and Board-level project updates.
- Risk and Issue Management
- Maintain project risk and issue logs.
- Track mitigation plans and follow-up actions.
- Help ensure potential challenges are identified early and communicated effectively.
- Process Improvement
- Support development and implementation of project management best practices.
- Help maintain templates, tools, trackers, and project documentation standards.
- Identify opportunities to improve efficiency, communication, and coordination across teams.
- Administrative Support for Project Management
- Organize project files and documentation.
- Support budget tracking and procurement activities as needed.
- Assist with vendor coordination and logistics.
- Maintain project management systems and collaboration tools.
Qualifications- Education
- Bachelor's degree in Business, Life Sciences, Healthcare Administration, Project Management, or related field.
- Experience
- 2-5 years of project coordination, project management, operations, or related experience.
- Experience supporting cross-functional teams preferred.
- Biopharma, biotechnology, healthcare, or life sciences experience strongly preferred.
- Skills & Competencies
- Exceptional organizational and time management skills.
- Ability to manage multiple priorities simultaneously.
- Strong written and verbal communication skills.
- Detail-oriented with excellent follow-through.
- Proactive and solution-oriented mindset.
- Comfortable working in a dynamic, evolving organization.
- Strong interpersonal skills and ability to collaborate across functions and levels.
- Technical Skills
- Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
- Project management tools (Smartsheet, Microsoft Project, Asana, Monday.com, Jira, or similar).
- Familiarity with SharePoint, Teams, and document management systems.
- Ability to create reports, dashboards, and executive presentations.
