Project Coordinator

Executive Mandate Specification

Elements Communications (a part of the Obsidian Healthcare Group) is an industry-leading, full service, ‘boutique’ medical communications agency that is proud to do things differently… delivering to exacting quality standards, but with a more personalised, service-orientated and ethical approach. We are proud to work differently because we believe that the way we achieve our success matters.

We are looking to add a Project Coordinator to our team to provide day to day project support to the Client Services Team.

Main Tasks and Responsibilities:

• Applying for and tracking copyright permissions
• Contacting hotels/venues for meeting space/accommodation/ad hoc requests, etc
• Preparing meeting materials including proofing, packing envelopes for mail-outs, collating folders, packing boxes, preparing labels/badges
• Completing contract templates and tracking/filing of signed contracts as well as collating details and managing payments to delegates/faculty, etc
• Entry of post meeting data and developing post-meeting analysis document as briefed/required
• Cross checking of documents/programmed materials from studio/programmers for quality control, as appropriate
• General team administration/ad hoc support as required (i.e., booking couriers and flights)
• As a central resource, general all-round support in response to the changing demands of the Client Services team; with the ability to prioritise and work methodically, flagging work conflicts as they arise
• Requirement for a high level of attention of detail within all documents and communications and adherence to internal processes at all times
• Supporting the Office Manager on an ad-hoc basis by covering reception and other administrative duties as required (e.g., Christmas mail-out (cards/gifts), post, stationery orders, etc)

Experience and Education Required:

• Relevant administration experience an advantage
• Science degree or interest in the area
• Proficient with Microsoft Office – in particular Outlook, Excel, Word and PowerPoint

Job Type: Full-time

Work Location: Hybrid remote in London

Statutory Executive Benefits & Governance

• Executive Health, Vision & Dental Coverage with Global Provider Options
• Corporate Pension Auto-Enrolment / 401(k) Retirement Plan with Fiduciary Matching
• Annual Discretionary Performance Incentive & Long-Term Equity Participation
• Executive Leave Allotment, Statutory Holidays & Dedicated Health Care Reserves
• US Department of Labor & E-Verify Work Authorization Sponsorship