About the Role
We are seeking an exceptionally organized, proactive, and detail-oriented Senior Project Coordinator to provide executive and operational support to a US-based Program Director / an Ivy League Professor leading multidisciplinary research and digital innovation programs.
This is not a traditional Executive Assistant position. The successful candidate will serve as a trusted operational partner responsible for coordinating research operations, vendor management, procurement, financial tracking, project administration, and executive communications across multiple international stakeholders.
The role requires excellent judgment, exceptional English communication skills, and the ability to manage multiple priorities in a highly professional, fast-paced, and regulated environment.
Key Responsibilities
Executive & Program Support
- Provide day-to-day operational support to the Program Director and Professor.
- Manage complex calendars across multiple international time zones.
- Coordinate meetings involving faculty members, researchers, clinicians, vendors, and technology partners.
- Prepare professional meeting agendas, briefing materials, and presentation documents.
- Record detailed meeting minutes and maintain action logs.
- Follow up with stakeholders to ensure timely completion of assigned actions.
- Handle confidential correspondence and sensitive project information with discretion.
Project Coordination
- Support multiple concurrent research, healthcare, and digital transformation projects.
- Track project milestones, deliverables, dependencies, risks, and schedules.
- Maintain project documentation and status dashboards.
- Coordinate communication between internal teams, academic researchers, vendors, and external partners.
- Escalate issues proactively and recommend solutions to keep projects on schedule.
Procurement & Research Operations
Coordinate procurement activities including:
- Laboratory equipment
- Hardware and software purchases
- Research materials
- Vendor quotations
- Purchase requests
- Purchase orders
- Invoice verification
- Receipt collection
- Asset tracking
- Delivery coordination
Ensure procurement documentation is complete, accurate, and compliant with organizational policies.
Financial & Administrative Coordination
- Track project billing milestones and invoices.
- Maintain project expenditure trackers.
- Coordinate with Finance on invoice processing and payment follow-up.
- Assist in budget monitoring and financial reporting.
- Organize project documentation for audit and compliance purposes.
Documentation & Compliance
Maintain high-quality documentation including:
- Meeting minutes
- Action item registers
- Risk logs
- Procurement records
- Vendor documentation
- Billing trackers
- Project status reports
- Contract documentation
- Version-controlled project repositories
Support projects operating in regulated or research-intensive environments where documentation accuracy is critical.
Preferred Background
Candidates with experience supporting any of the following are highly desirable:
- Universities or higher education institutions
- Academic medical centers
- Research laboratories
- Healthcare organizations
- Life sciences or biotechnology companies
- Clinical research
- Medical devices
- Pharmaceutical organizations
- Government-funded research programs
- Regulated industries (FDA, HIPAA, GxP, ISO, etc.)
Qualifications
- Bachelor's Degree in Business Administration, Project Management, Healthcare Administration, Life Sciences, or related field.
- 3–7 years of experience supporting senior executives, program directors, researchers, or project managers.
- Excellent spoken and written English.
- Strong interpersonal and stakeholder management skills.
- Comfortable working with senior academic and executive leadership.
- Ability to work during US Eastern Time Zone hours.
- Strong proficiency in Microsoft Office, especially Excel, Word, PowerPoint, Outlook, and Teams.
- Experience using project collaboration tools such as Jira, Smartsheet, Asana, Monday.com, or similar is an added advantage but not a must.
What We Are Looking For
The successful candidate will demonstrate:
- Exceptional attention to detail
- Outstanding organizational skills
- Excellent written documentation abilities
- Strong verbal communication skills
- High level of professionalism and discretion
- Ability to manage multiple priorities simultaneously
- Strong critical thinking and problem-solving skills
- Initiative and ownership
- Ability to anticipate needs before being asked
- Calmness under pressure
- Commitment to accuracy and follow-through
Why This Role Is Unique
This position offers the opportunity to work directly with senior academic and industry leaders on cutting-edge research, healthcare, and technology initiatives. You will collaborate with internationally recognized faculty, researchers, clinicians, and technology partners while developing expertise in project operations, executive support, and multidisciplinary program coordination within a global environment.
