Project Administrative Coordinator, Digital Health - Evinova

Introduction to role

This is an exciting opportunity to take on a challenging and varied role within our team. Your focus will be on providing high-quality professional administrative support to the Chief Science Officer, Executive Director/Head of Digital Science, and Chief Data Science and AI Officer. As the successful candidate, you will be an individual with high standards, enthusiasm, and a passion for learning, together with excellent communication skills, a proactive approach, and the confidence to act independently.

Attention to detail and strong organizational skills will be the key to success with this role as you will be required to action on portfolio and stakeholder management specific tasks, manage complex calendars, coordinate internal and external meetings, process expenses, manage complex travel arrangements including travel visas, track contract-related tasks (SoW, Invoice), as well as organizing and preparing material for key meetings, events, and communications.

Accountabilities

Administrative Responsibilities:

• Provide executive support to the Chief Science Officer, Head of Digital Science, and Chief of Data Science and AI, proactively managing complex calendaring and scheduling to optimize time and resources
• Coordinate international and domestic travel arrangements, ensuring efficient itineraries and timely bookings according to Evinova process
• Maintain databases and distribution lists
• Manage logistics for new hire onboarding
• Effective communication with all levels of the organization to ensure coordination
• Coordinate activities to ensure organized and efficient workflow
• Provide internal and external meeting arrangements and support
• Work collaboratively with the wider Digital Health PA/admin team to provide specialist project-based administrative support when required
  
  
  

Project Coordination Responsibilities:

• Facilitate the contracting process including Statement of Work (SOW), purchase order (PO) creation, invoice resolution, and other financial administration to ensure seamless execution and adherence to company policies and use of company systems.
• Oversee procurement activities, including the preparation, opening, and tracking of purchase orders (POs). Work with Evinova procurement and legal to help manage and re-negotiate contract renewals for relevant products and services that support scientific projects to ensure timely delivery and budget compliance.
• Undertake ad hoc projects as needed, providing support to team initiatives with a high degree of professionalism and flexibility while collaborating closely with the operations team to ensure seamless integration.
• Assist with project management and deliverable execution to meet key goals
• Support preparation of presentation materials, prepare agendas and minutes
• Foster team collaboration by organizing regular Science team meetings and occasional team sessions that not only focus on projects but also on team bonding, creative problem-solving, and professional development
  
  
  

Essential Skills/Experience

• High School Diploma or equivalent is required with 3 years of administrative support/personal assistant experience
• Prior administrative experience with excellent verbal and written communications skills and organization skills
• Strong attention to detail, working to consistently deliver to a high standard
• Ability to exercise discretion with sensitivity to highly confidential information
• Track record of handling and resolving challenges quickly and efficiently
• Experience of a variety of software/systems, including online meeting systems, financial purchasing and invoicing and expense management systems
• Ability to work effectively in cross-functional teams and manage multiple priorities
• Excellent project management skills and ability to work independently
• Organizational and time-management skills with the ability to handle multiple tasks while properly prioritizing urgent and high-impact work
• Ability to think proactively and show initiative
• Curious, embraces new ways of problem solving, new ideas, and new ways of working
  
  
  

Desirable Skills/Experience

• Experience working alongside others and offering support to achieve shared goals
• Ability to think beyond boundaries of own job, challenges status quo and seeks opportunities for continuous improvement.
• Creative, innovative, and solution-focused
• Experience of working in a global corporate organization
• Experience in event and conference management
• Experience in strategic planning, with well-developed project management skills, including managing vendors, budgets, timelines, and risks.
• Ability to thrive in a fast-paced and continuously evolving environment, showing flexibility and resilience in response to changing organizational priorities.
  
  
  

Join us on our journey to create the future of medicine as we work towards our vision. We use technologies to better understand diseases, develop new medicines, and support patients. Be part of making the entire Research & Development cycle digitally-enabled: improving clinical trials and data collection, digital therapeutics for rapid diagnostics, wearables, machine learning, visual analytics for informed decision-making, integrated data to improve patient outcomes, and insights to inform the next generation of digital health solutions. Be empowered to act; here you can explore and disrupt whilst working on the cutting-edge. It takes a can-do, positive mindset often overcoming setbacks as we evolve and innovate at the same time. If you thrive on adapting your skills and learning from failures, then this is the place for you.

In-person working gives us the platform we need to connect, work at pace and challenge perceptions. That's why we work, on average, a minimum of three days per week from the office. But that doesn't mean we're not flexible. We balance the expectation of being in the office while respecting individual flexibility. Join us in our unique and ambitious world.

Apply now to join our dynamic team!

The annual base pay (or hourly rate of compensation) for this position ranges from $71,813 to $107,719. Hourly and salaried non-exempt employees will also be paid overtime pay when working qualifying overtime hours. Base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. In addition, our positions offer a short-term incentive bonus opportunity; eligibility to participate in our equity-based long-term incentive program (salaried roles), to receive a retirement contribution (hourly roles), and commission payment eligibility (sales roles). Benefits offered included a qualified retirement program [401(k) plan]; paid vacation and holidays; paid leaves; and, health benefits including medical, prescription drug, dental, and vision coverage in accordance with the terms and conditions of the applicable plans. Additional details of participation in these benefit plans will be provided if an employee receives an offer of employment. If hired, employee will be in an “at-will position” and the Company reserves the right to modify base pay (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.