Project Coordinator

About the Role

A leading in-house pharmaceutical advertising agency is seeking a Project Coordinator to support the planning, coordination, and execution of marketing and advertising projects across print and digital channels. This role serves as a key operational partner to Project Managers, Creative teams, Production teams, and Brand stakeholders, helping ensure projects move efficiently through agency workflows while maintaining timeline accuracy, compliance requirements, and project documentation. The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to manage multiple projects simultaneously in a fast-paced agency environment. Candidates with recent advertising agency experience, marketing project coordination experience, or pharmaceutical marketing exposure will be particularly successful. This is an excellent opportunity for an early-career project professional looking to grow within a highly visible agency operations function.

• Duration: 12-months
• Location: Mettawa, IL
• Work Arrangement: Hybrid (3 days onsite / 2 days remote)
• Schedule: Monday-Friday, 40 hours per week

Key Responsibilities

• Support Project Managers in the planning, scheduling, coordination, and execution of print and digital marketing projects.
• Maintain project timelines, schedules, status reports, milestones, and project tracking documentation.
• Coordinate project deliverables and help ensure projects remain on schedule, on budget, and aligned with business objectives.
• Capture meeting notes, action items, project decisions, and next steps during internal and client-facing meetings.
• Communicate project status updates and schedule changes to stakeholders and project teams.
• Manage project routing and workflow activities through internal agency systems and approval processes.
• Support Medical, Legal, and Regulatory review processes by preparing project materials, documentation, and submissions.
• Coordinate with creative, production, studio, programming, and digital teams to support project execution.
• Organize and maintain project documentation, technical specifications, estimate trackers, server structures, and project files.
• Track project financial information and support reporting activities as directed by Project Managers.
• Monitor project progress and proactively identify potential timeline risks, bottlenecks, or process concerns.
• Support adherence to agency workflows, compliance requirements, branding guidelines, and review processes.
• Maintain accurate project records and reporting within agency project management systems.
• Assist with resource coordination and project scheduling activities.
• Manage multiple project requests and shifting priorities while maintaining accuracy and attention to detail.
• Build strong working relationships with creative, account, production, and marketing teams.
• Support continuous improvement efforts that enhance agency operations, workflow efficiency, and project execution.
• Contribute to a collaborative team environment and help ensure a positive experience for internal stakeholders and partners.

Requirements & Tech Stack

• Top 3 Required Qualifications:
• Strong attention to detail and ability to manage multiple projects simultaneously.
• Experience supporting project coordination, project management, marketing operations, or agency workflows.
• Strong communication, organization, and problem-solving skills.
• Other Qualifications:
• Bachelor's degree required.
• Advertising agency experience preferred, ideally within the last 2-3 years.
• Experience supporting print and/or digital marketing projects.
• Familiarity with project management methodologies and project lifecycles.
• Experience working in fast-paced client service or agency environments.
• Pharmaceutical marketing experience preferred but not required.
• Digital marketing project experience is a plus.
• Print production experience is a plus.
• Experience with project management platforms such as Workfront, Kantata, Mavenlink, Asana, Jira, or similar tools is helpful.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to work collaboratively across multiple stakeholder groups.

This position is onsite and requires you to work closely with other individuals in a collaborative team environment.