Project Coordinator, Graduate Training Program

The outcome of a project hinges on two things: the plan and the people. 

You are the glue that holds these two together. You easily maneuver the precarious path of maintaining the strategy and pace of a project, while keeping your team engaged and enthusiastic. You will be trained to know what needs to be done, and your penchant for strategic delegation and problem-solving makes you a natural fit for this Project Coordinator position with GSW. 

The Project Coordinator supports day-to-day Project and Client management responsibilities across the agency, and execution of client and strategic objectives. The PC will assist in driving tactical projects through agency processes and ensure projects work through appropriate channels and meet delivery requirements/deadlines by working closely with internal team members and maintaining some responsibility for client communications.  

Responsibilities include: Clearly communicating client feedback to the internal team and seeking clarity when needed; partnering with clients to understand and manage submissions for MLR/Regulatory reviews; management and routing of assets throughout the agency. As you learn more about processes for our agency and clients and progress in your role, you will learn additional responsibilities including but not limited to: 

• Development and management of timelines for execution of simple multichannel projects, tracking of projects against this timeline from conception to completion, and ensuring client awareness and alignment to milestones
• Ensure clear documentation and communication of project details, including keeping teams informed of project status and next steps via daily status documents and planned or ad-hoc meetings as well as maintaining and archiving clean historical record of project workflow
• Updating internal and client status documentation and ensuring contact reports with clear takeaways and next steps are developed for all meetings and are distributed to stakeholders in a timely manner
• Assists in meeting management, including preparing agendas for client and internal team conversations and scheduling meetings as needed to support the Client Management and Operations teams
• Scoping/estimating less complex projects
• Learning how to manage financials for a project
• Develops strong and positive working relationships with clients, discipline leads and project stakeholders, while maintaining adherence to objectives, process, and timelines
• Gains understanding of the therapeutic category, the brand, customer segments and relevant competitors of assigned accounts; proactively seeks out team members to gain working knowledge on an ongoing basis

This is an entry-level position that involves client contact and assists the internal team in all aspects of Project and Client Management under the guidance of the Client Management and Operations Teams. After year one you will decide if you would like to take a Project Management or Client Management role. Promotion to Project Manager or Account Executive may follow successful completion of scheduled milestones. 

Our Project Coordinators are phenomenally energetic and committed to supporting the Project and Client Management function within the agency and with our clients. Attention to detail and consistency is important, and common sense is critical. The successful PC is extremely detail-oriented, an active-listener, able to take direction and follow process and is eager to learn about advertising, the project management discipline, and the pharmaceutical industry. They are incredibly curious and are motivated by solving challenges. Accountability and proactivity is in their DNA and they are driven to stay one step ahead.  

GSW is a full-service healthcare communications agency that goes beyond advertising to create personalized brand experiences. We develop strategic marketing solutions for pharmaceutical, biotech and health-and-wellness clients around the world. We create experiences that involve, inspire, educate and activate people through ongoing brand journeys. 

• Bachelor’s degree or equivalent, marketing / advertising / communication concentration preferred
• Previous project management, project planning, account management or event management experience a plus
• Computer proficiency required, experience with MS Suite (Word, Project, Excel, PowerPoint) and Acrobat Professional
• Ability to collaborate closely with others in a team environment under tight deadlines
• Outstanding communications skills
• Superior organizational skills