We are a full service scientific engagement agency with a strong bias towards
innovation. Our clients get the benefit of an experienced team with bold vision
that can equally leverage scientific insight, cutting-edge technology and creative
thinking. We deliver solutions that have a profound impact on their brand,
portfolio or franchise business.
JOLT is growing. Why? Because we are known for delivering high quality
programs and solutions to our clients, and our clients know the commitment and
level of partnership we maintain with them. We are also delivering new solutions
in the medical professional engagement space that are providing our clients with
the best opportunities for them to engage with medical professionals across their
development life cycle.
In building a team JOLT needs individuals with a strong commitment to delivering
engaging, innovative, high science, and flawlessly executed programs to our
clients. Our programs and solutions allow our clients to engage with their key
thought leaders, investigators, and the medical community through advisory
boards, mapping exercises, mobile apps, learning modules, congress and
conference meetings, clinical trial overviews, and many other developing
solutions.
We are looking to find driven, intelligent, fun-loving individuals that can work with
medical professionals, life science executives, and the diverse team here at
JOLT to achieve our vision. We need potential colleagues that love to come to
work knowing that they will need to apply different skills on different days – all
with the end goal of delivering the best engagement programs to our clients.
If this sounds like the team you want to join – then read further:
PROJECT COORDINATOR
Job Description:
The Project Coordinator provides support for team members, driving and supporting
the proper planning and execution of all assigned projects. Specifically, the Project
Coordinator assists in fulfilling client deliverables, including securing meetings and
submissions requirements. This position also coordinates preparations for
publication meetings or other client meetings as well as abstract submissions, and
conducts follow-up as necessary.
Importantly, while this position may have less direct client interaction compared to
Project Managers – the role is a critical one for delivering high quality solutions and
services to our clients. This person must have a commitment to excellence and
teamwork. They must be focused on performing any and all tasks to bring about ontime and high quality work for our clients. The Project Coordinator will have an
optimistic view when working on projects – and feel a tremendous sense of reward
when seeing projects successfully completed and learning of client renewals and
growth in our relationship with clients.
Job Responsibilities:
MEETING/EVENT PLANNING AND EXECUTION
 Coordinate all meeting and event planning activities with Meeting Planner and
extended team.
 Facilitate recruitment and management of meeting/event attendees.
 Coordinate communication with meeting/event attendees.
 Collect consultancy agreements/W-9 forms and/or wire transfer forms from
faculty and meeting attendees to process honoraria and/or expenses.
 Collect expenses from faculty and arrange for timely payment.
 Manage registration/confirmation process for assigned projects.
 Initiate and track all honoraria requests for assigned projects.
 Prepare honoraria reimbursement packages and cover letters.
 Obtain faculty/participant project required data as directed by the team leader
(bios/photos, disclosure statement, slide presentations, signatures).
PRODUCTION COORDINATION
 Manage the production, fulfillment, and tracking of meeting material, speaker
packs, and on-site planner packs.
 Ensure all project components are completed according to approved
timelines.
 Assist Project Manager with all administrative duties as required including,
but not limited to, making copies, producing materials, etc.
 Coordinate the production, fulfillment, and tracking of all meeting and/or
project materials working with the Creative and Medical Writing Team.
PROJECT COORDINATION
Ensure all activities and deliverables meet project terms and client guidelines, and
remain within budget. Communicate relevant meeting or project specs to vendors to
ensure proper and timely execution.
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Maintain ongoing communication with Project Manager and expanded team
as often as needed to ensure timelines and expectations are being met.
Develop and complete all key project management materials in coordination
with Meeting Planner and Production Assistant.
Help to develop status reports for internal and/or client reviews.
Coordinate pre-meeting hand-off sessions with on-site project team to ensure
flawless transition and execution of meeting.
Develop and review all logistical materials to be distributed to participants onsite (ie, welcome letters, departure notices, reimbursement forms, child
notices, dine around form, activity request forms, guest meal management,
name badges, housekeeping notes, etc).
TRAFFICKING
 Develop and maintain “job bags” (routing folders) for each project component.
 Traffic and obtain signoff approval for project materials through the project life
cycle.
GENERAL EXECUTION
 Share key learnings and best practices with team during post-meeting or
event reporting session.
 Track and report work-in-progress in a timely manner.
 Build and maintain strong and professional relationships with all clients,
meeting attendees, vendors, and contacts.
 Assist Jolt Communications team with the scheduling of faculty/client/vendor
conference calls/meetings.
 Work with Project Managers in developing written processes, procedures,
and flowcharts.
 Troubleshoot throughout project life cycle.
BUDGET DEVELOPMENT AND PROJECT RECONCILIATION
 Coordinate preparation of thorough cost estimates for all project components
in support of proposal development.
 Assist business development team with additional ad-hoc research for
proposals.
 Thoroughly review and check all final project expenses and billing; dispute
inaccuracies and oversights in client’s favor.
 Gather and organize required project documentation, including contracts,
invoices, receipts, etc, and participate in final project reconciliation.
 Organize final meeting/project binder to be sent to client or in case of audit.
DESIRED EXPERIENCE AND ABILITIES:
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A track record over at least 2 years of administrative and/or project
coordination success in a business to business environment
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Demonstrated ability to work individually to complete tasks when needed,
as well as to participate as an active member of a team to complete tasks
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Top notch educational background and a curious nature when it comes to
seeking innovative solutions
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Excellent time management and organizational skills
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Optimistic attitude towards problem solving and a natural inclination for
taking action in order to produce a desired result
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Producer of high quality work with a true adversity to anything less
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Enjoyment from interacting with diverse individuals, diverse groups, and in
diverse settings
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Experience using all basic business software – but ideal candidates will
bring in a curiosity and demonstrated ability to learn new technology and
apply it quickly to their role