Project Coordinator Executive

Job Role – Project Executive

About the Organisation

You will be joining a global life sciences and pharmaceutical organisation within Inizio Ignite, working across two highly specialised divisions—STEM Healthcare and Research Partnership. Together, these teams deliver strategic insights, benchmarking, market research, and performance acceleration solutions for global pharmaceutical, biotech, and medtech clients.

With teams operating across Europe, North America, Asia and Emerging Markets, and a rapidly growing operations hub in India, we offer the opportunity to work in a dynamic, fast-paced, multinational environment that:

• Makes a meaningful impact on human health
• Puts people at the centre
• Celebrates collaboration, innovation, and continuous learning

Vision, Mission & Values

Vision: To be an essential partner enabling clients to reach more patients.
Mission: To accelerate high performance across commercial, medical and operational functions.

Core Values: Brave | Honest | Performance Driven | Practical | Customer Focused | Caring

Role Purpose

The Project Executive will support end-to-end project delivery across multiple global pharmaceutical and life sciences research and benchmarking engagements. Responsibilities span project setup, fieldwork scheduling, supplier and fieldworker coordination, timeline and budget oversight, data delivery, stakeholder communication, and operational excellence.

This role is central to ensuring smooth execution of both quantitative market research projects and field-based benchmarking studies, working closely with Project Leaders, internal research teams, fieldworkers, suppliers, and clients.

You will typically work on multiple concurrent projects and will play a key role in operational efficiencies, process improvement, and cross-functional collaboration.

Key Responsibilities

• Build project scheduling databases and allocate field visits to fieldworkers ensuring geographic and numerical targets are met
• Cost and scope fieldwork requirements and negotiate commercially advantageous quotes from external suppliers and panel providers
• Prepare project overview briefings and communications for field teams
• Create and manage project timelines, ensuring alignment with research teams, suppliers, and clients
• Support creation and coordination of Statements of Work (SOWs) and necessary compliance documentation

• Oversee smooth execution of all fieldwork and data collection activities across multiple regions
• Monitor booking rates, call rates, scheduling progress, and adherence to project scope
• Reallocate fieldworkers as needed to meet project milestones and resolve scheduling challenges proactively
• Provide weekly progress updates to Project Leaders, research teams, and analysis teams
• Coordinate data processing deliverables including specs, timelines, and quality checks (Quant-only)
• Ensure timely delivery of workbooks and materials required for analysis and reporting

• Liaise with freelance fieldworkers, research teams, external suppliers, and clients
• Coordinate and lead internal project meetings and touchpoints
• Provide clear, proactive communication regarding risks, delays, and mitigation plans
• Build and maintain strong, collaborative working relationships across regions and functions

• Manage client and supplier invoicing, POs, and finance coordination
• Collect and consolidate fieldworker expenses and invoices, submit for approval and payment processing
• Track project budgets and support cost optimisation

• Participate in departmental Pillars (Clients, Suppliers, People, Innovation, Operational Excellence) with ownership of sub-topics
• Contribute ideas to improve workflows, tools, templates, scheduling processes, and PM frameworks
• Support recruitment, onboarding and capacity management of fieldworkers
• Maintain monthly availability trackers and quarterly capacity forecasts for planning
• Collaborate with international PCs/PMs and provide cross-region project support when required

Required Skills & Experience

Essential

• 2–3+ years of experience in project management or coordination, ideally within market research, consulting, pharmaceutical or healthcare industries
• Proven ability to manage multiple complex projects simultaneously
• Strong stakeholder management skills across internal teams, fieldworkers, suppliers, and clients
• Excellent communication, organisation, prioritisation, and problem-solving abilities
• Strong numerical skills and proficiency in MS Excel (pivot tables, formulas; macros desirable) and Project management tools such as JIRA, Slack, Power BI.
• Ability to work under pressure and to tight deadlines in a fast-changing environment
• High attention to detail, accuracy, and quality control
• Ability to work independently as well as collaboratively across global teams

Desirable

• Experience with multi-market quantitative research
• Understanding of fieldwork supplier landscape
• Exposure to European/international work environments
• Experience motivating and engaging freelance talent

Competencies

Analytical & Operational

• Analytical thinking and data-driven decision-making
• Forward-thinking and anticipation of project risks
• Deadline and results orientation
• Initiative and ownership of tasks
• Thoroughness and accuracy in execution
• Decisiveness and efficiency in problem-solving

People & Collaboration

• Strong interpersonal awareness
• Persuasive and clear communication
• Ability to build collaborative relationships
• Ability to influence, guide, and support colleagues and fieldworkers
• Flexibility and adaptability to changing project needs

Work Environment

• Full-time role based in Gurgaon (Inizio Ignite office)
• Hybrid working model
• Typical hours aligned to European markets:
  Mon–Fri: 11:00am–8:00pm