Project Executive

About us:

Inizio Ignite is the global advisory partner for health and life sciences, encompassing connected expertise across Research Partnership, Putnam, Vynamic, and STEM. Guided by purpose, passion, and precision, we collaborate with clients to ignite impact, accelerate performance, and deliver lasting change for patients. By uniting strategy, insights, and innovation with a unique depth and breadth of expertise, we drive transformation and shape the future of health.  Within Inizio Ignite, the Insights team is comprised of Research Partnership and STEM.

Research Partnership (RP) is one of the world's largest pharma market research and consulting agencies with over 250 researchers, consultants, project managers and support staff. Our teams are located across the globe, in Europe (London, Lyon), North America (New York, Philadelphia, San Francisco) and Asia (Singapore, New Delhi).

Your primary role:

The Project Executive plays a key role in the effective delivery of projects across Inizio Ignite, Insights, coordinating interview scheduling, project administration and field operations support across Research Partnership and Ignite Insights. The role takes ownership of complex scheduling activities, including direct engagement with senior client stakeholders, while ensuring project information, timelines and communications remain accurate and up to date. Working closely with Project Directors, Project Managers, Field Specialists and clients, the Project Executive proactively manages competing priorities, resolves scheduling challenges and escalates risks to help keep projects on track and support a seamless client experience.

Key Responsibilities

Project Coordination and Administration

• Set up and maintain projects within internal project management systems, ensuring project details, stakeholder information, schedules and key milestones remain accurate and up to date.
• Coordinate activities across a high-volume pipeline of active and upcoming projects, managing changing timelines and competing priorities.
• Respond to project-related queries and provide day-to-day coordination and administrative support to Project Managers and wider project teams.
• Proactively identify missing information, scheduling conflicts or potential delays and work with relevant teams to resolve them.

Fieldwork Interview Scheduling and Coordination

• Coordinate interviews with client stakeholders and research participants, managing initial scheduling, follow-ups, cancellations and reschedules through to confirmation.
• Proactively manage outreach and follow-up to secure interviews within project timelines.
• Coordinate the availability and assignment of internal and external interviewers, ensuring they receive the information and briefing materials required ahead of each interview.
• Prepare and distribute interview invitations and joining information, ensuring all parties have accurate and timely details.
• Identify scheduling risks and delays early, taking action to resolve them or escalating where appropriate.

Client and Senior Stakeholder Coordination

• Provide client-facing scheduling support to senior members of the project team, acting as a key point of coordination between internal teams and client stakeholders.
• Communicate directly with senior client stakeholders and their administrative teams to coordinate interviews and other project activities.
• Build effective working relationships with client contacts to navigate complex diaries, changing availability and tight project timelines.
• Manage routine client queries independently and use sound judgement to identify when senior project team involvement is required.
• Work closely with senior internal stakeholders, using shared calendars and communication tools to respond quickly to client availability and changing project requirements.
• Provide regular progress reporting, highlighting outstanding actions, scheduling risks and stakeholders requiring additional follow-up or escalation.

Project Communication and Team Support

• Provide clear and timely project updates to Project Managers and senior project leads, ensuring visibility of progress, outstanding actions and potential risks.
• Coordinate client calls, project kick-offs, presentations and other meetings as required.
• Maintain proactive and professional communication with internal teams, interviewers, research participants and clients throughout the project lifecycle.
• Provide scheduling and operational coverage across the wider team during periods of high demand .

Financial and Operational Support

• Process and reconcile project expenses accurately and within required timelines.
• Track operational support activity and maintain accurate records to support client billing and internal reporting.
• Provide additional operational and administrative support to project teams as required.

Virtual Meeting Coordination

• Set up interviews and project meetings across a range of virtual meeting platforms, ensuring invitations, joining details and meeting requirements are accurate.
• Develop strong knowledge of preferred meeting platforms and internal processes to support efficient and consistent project delivery.

Qualifications and Skills

• Strong organisational and scheduling skills, with the ability to manage multiple projects, complex calendars and competing priorities.
• Excellent written and verbal communication skills, with the confidence and professionalism to communicate directly with senior client stakeholders.
• Strong relationship-building skills and the ability to work effectively with stakeholders at different levels.
• A proactive approach, with a strong sense of urgency and the ability to anticipate and resolve problems in time-sensitive situations.
• Excellent attention to detail and discretion when handling confidential information, calendars, project records and financial information.
• Strong follow-up skills, with the confidence to drive actions forward and escalate risks or delays appropriately.
• Ability to work independently, take ownership and remain organised within a fast-paced, high-volume environment.
• Previous experience in project coordination, scheduling, operations, market research, client services or a similar role is preferred.
• Experience using project management, scheduling or workflow platforms would be advantageous.
• Proficiency with Microsoft Teams, Outlook, Microsoft Office and virtual meeting platforms.

Life at Research Partnership:

We love what we do and continuously strive for innovation and creativity. We believe everyone should continuously be learning and provide:

• A comprehensive training and development programme for all staff, from entry level apprentice to senior management
• A relaxed and friendly working environment
• Social events - including a summer day out and end of year party, along with regular social events after office hours

Employee Benefits:

• Remote and hybrid work options
• A comprehensive training and development program
• Opportunities for internal advancement
• Annual salary and promotion review
• Paid vacation and personal time off
• 401(k) plan
• Medical/vision/dental/prescription insurance plans, including heath savings and flexible spending accounts
• Company paid life insurance
• Short term/long term disability
• Employee Assistance Programs

Our Pledge

At Research Partnership, we value inclusivity, recognize the power of diversity, and inspire the next generation of change-makers. We are an equal opportunities employer. We believe in creating a work environment that values diversity, equity, and inclusion. We aim to recruit from a diverse slate of candidates and foster an environment that provides the right conditions for long-term success. We welcome all applications regardless of race, colour, religion or belief, gender, gender identity, age, national origin, marital status, military veteran status, genetic information, sexual orientation and physical or mental disability.

Further information:

This is a full-time role. You can choose to work out of our Yardley, PA (Philadelphia), or York, PA offices on a hybrid pattern (1-2 days per week in the office).

Compensation

Salary Range Compensation: $55,000 - $60,000 per year. The range listed may be just one component the total compensation package. This range may also differ based on the applicant’s geographic location and cost of living considerations. 

Don't meet every job requirement? That's okay! Our company is dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.