Company Overview
ProPharma Group has over 20 years of experience improving patient health and wellness by supporting biotech, medical device, and pharmaceutical organizations.
Through its advise–build–operate model, ProPharma delivers end-to-end solutions across the product lifecycle, with expertise in:
Regulatory Sciences
Clinical Research Solutions
Quality & Compliance
Pharmacovigilance
Medical Information
R&D Technology
Role Title
Clinical Administrative & Project Coordinator
Job Details
Work Mode: In-office
Location: Gaithersburg, MD or Conshohocken, PA
Reporting To: VP, Clinical Development
Role Summary
This role provides high-level administrative and project coordination support to senior clinicians within Clinical Development.
The position focuses on:
Enabling senior clinicians to prioritize strategic activities
Managing schedules and communications
Supporting clinical trial-related operations and internal processes
The ideal candidate is detail-oriented, highly organized, and comfortable working in a fast-paced biotech environment while collaborating with diverse stakeholders.
Key Responsibilities
1. Executive Support
Provide administrative support to senior clinicians:
Draft correspondence
Prepare presentations
Coordinate cross-functional communications
Collaborate with:
Chief of Staff
Executive Administrator
Clinical Development Leadership Team
Maintain documentation, policies, and procedures
Act as liaison between Clinical Development and other teams
Handle sensitive information with confidentiality and professionalism
2. Calendar & Time Management
Manage complex calendars for multiple senior clinicians
Coordinate:
Meetings
Calls
Interviews
Events
Align schedules with clinical trial milestones and business priorities
Resolve scheduling conflicts and last-minute changes efficiently
3. Meeting Coordination & Follow-Up
Prepare meeting agendas
Take notes and track action items
Ensure stakeholders are prepared with pre-reads
Monitor follow-ups and ensure timely execution
Facilitate effective communication across teams and projects
4. Travel Planning & Investigator Support
Organize complex international travel:
Flights, accommodations, visas, transport
Expense reporting
Support outreach to:
Clinical trial sites
Investigators
Ensure compliance with travel policies and budgets
Anticipate needs of senior clinicians
5. Project & Data Support
Track:
Project timelines
Milestones
Deliverables
Support:
Ad hoc data analysis
Process improvement initiatives
Prepare reports, presentations, and updates
Apply project management principles to ensure timely delivery
6. Technology & Workflow Optimization
Use tools such as:
Microsoft Office (Excel, Word, PowerPoint)
CRM systems
Project tracking tools
AI-enabled tools
Improve workflow efficiency and team productivity
Education Requirements
Bachelor’s degree (required)
Preferred fields:
Business
Life Sciences
Related disciplines
Experience Requirements
Required
2–3 years of experience in:
Project coordination
Administrative support
Analyst roles
Preferred
Experience in:
Clinical research
Biotechnology, pharmaceutical, or healthcare industries
Understanding of:
Clinical trial processes
Regulatory requirements
Experience with:
Travel and expense management
Project management tools
CRM systems
AI tools
Skills & Competencies
Strong organizational and multitasking abilities
Excellent written, verbal, and visual communication skills
Professional interpersonal skills and stakeholder management
Advanced proficiency in:
Microsoft Office Suite
Calendar management tools (Outlook, Google Calendar)
Strong problem-solving and analytical thinking
Ability to work independently in a fast-paced environment
High attention to detail and confidentiality
Positive attitude and willingness to learn
Work Culture & Values
Commitment to Diversity, Equity & Inclusion
Equal Opportunity Employer
Encourages innovation, collaboration, and authenticity
Supportive and inclusive workplace environment
Application Process
Applications are personally reviewed by the recruitment team
No AI-based screening tools are used
All candidates receive an application outcome
Important Notice
No unsolicited resumes from recruiters or third parties
No phone calls or emails regarding this role
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Remote, India | Siliguri |Illinois :
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Frank Scottile Blvd |Missouri :
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Mexico |northeastern :
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Biberach an der Riß | Freiburg | Grenzach | Heidelberg | Karlsruhe | Konstanz | Stuttgart | Tubingen | Ulm |Hesse :
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Frankfurt | Harveysburg |Germany :
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Hamburg |Rhineland Palatinate :
Ingelheim am Rhein | Mainz |Schleswig Holstein :
Kiel |Berlin :
Mitte |Mecklenburg Vorpommern :
Rostock |Saarland :
Saarbrucken |Switzerland :
Basel | Zurich |Serbia :
Belgrade | Serbia |Hungary :
Budapest |BULGARIA :
Bulgaria | Vedant |Denmark :
Copenhagen | Denmark |Europe :
Europe | France | Latvia | Lendava | Leuven | Poland | Slovenia | Spain |Finland :
Finland |Istanbul :
Istanbul | Turkey |Norway :
Norway | NOrway |Romania :
Romania |Belgium :
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Brinny | Ringaskiddy |Carlow :
Carlow |Republic of Ireland :
Cork | Dublin | Limerick | Waterford |Ulster :
Donegal |Meath :
Dunboyne |Dún Laoghaire :
Dún Laoghaire |Galway :
Galway |County Dublin :
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Beijing |China :
China | Quarry Bay |Liaoning :
Dalian |Zhejiang :
Hangzhou |Tokiyo :
Osaka | Tokyo |Shanghai Sai :
Shanghai Shi |Hubei :
Wuhan |Capital of Netherland :
Amsterdam |North Brabant :
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Haarlem |South Holland :
Leiden |Netherlands :
Netherlands |Remote Australia :
Arkansas | Remote Australia |New South Wales :
Ballina | Sydney |Republic of Western Australia :
Nedlands |Queensland :
Queensland |Melbourne :
South Yarra |United Kingdom :
England | Harlow | Leeds | London | Maidenhead | Salt Lake City | Stevenage | Stirling | United Kingdom |North Yorkshire :
Harrogate |South Yorkshire :
Sheffield |Oxfordshire :
Witney |Ontario :
Uxbridge | Australia | North York | Renfrew | Mississauga | Richmond Hill |Canada :
Canada |Quebec :
Montreal |Brussels :
Brussels |Antwerp :
Heist op den Berg |Flemish Brabant :
Zaventem |South America :
Peru | Argentina |Brazil :
Sao paulo | Brazil |Attica :
Athens | Koropi |Greece :
Greece |North Island :
Auckland |New Zealand :
New Zealand |Austria :
Austria |Vienna :
Vienna |Catalonia :
Barcelona |Madrid :
Madrid |Cebu Province :
Cebu City |Philippines :
Manila |Croatia :
Croatia |Zagreb :
Zagreb |Estonia :
Tartu | Estonia |Harju County (Maakond) :
Tallinn |Hà Nội :
Hanoi | Hà Nội |Ho Chi Minh :
Ho Chi Minh City |Italy :
Italy |Lombardy :
Rho |Jakarta :
Jakarta |East Java :
Surabaya |Japan :
Japan | Saitama |Tokyo :
Otemachi |North Ostrobothnia :
Oulu |Southwest Finland (Varsinais-Suomi) :
Turku |Remote Korea :
Remote Korea |Republic of Korea :
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Lima |France :
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Midrand | South Africa |Nišava District :
Niš |Bohemia :
Prague |Chile :
Santiago |Bosnia and Herzegovina :
Sarajevo |Singapore :
Singapore |Sofia City :
Sofia |Sweden :
Sweden |Taipei :
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