Position Overview:

The Project Operations Associate plays a critical role in enabling the efficiency, scalability, and effectiveness of Planet Pharma’s operational, sales, recruitment, and marketing-enablement functions. Reporting to the Vice President of Global Operations & Strategic Initiatives, this role provides hands-on support across cross-functional initiatives, sales support requests, marketing enablement coordination, system and data integrity efforts, vendor management, and operational project execution.

This role is ideal for a highly organized, proactive professional who thrives in a fast-paced environment, enjoys solving operational challenges, and excels at coordinating work across teams. The Project Operations Associate will serve as a trusted operational partner, helping ensure initiatives move forward smoothly while reducing administrative and execution burden for senior leadership.

Key Responsibilities:

• Sales Support Request Management
• Manage and triage incoming Sales Support Requests through established intake processes.
• Coordinate and support requests related to:
• Capabilities presentations and decks
• RFP and RFI responses
• Marketing materials
• Client and vendor questionnaires
• Client related requirements
• Act as a central point of coordination across Sales, Operations, Legal, Finance, IT, Marketing, HR and external partners.
• Support the development, organization, and ongoing maintenance of an RFP/RFI response library and standardized templates.
• Operational Data Integrity & System Support
• Support data integrity initiatives within ATS/CRM, including:
• Processing database merge and deletion requests
• Assisting with large-scale data cleanup efforts in partnership with vendors
• Escalating data-related risks or edge cases as appropriate
• Assist with GDPR-related operational processes, including monitoring cleanup automations and validating ongoing compliance activities.
• SharePoint & Internal Collaboration Support
• Support the organization, upkeep, and usability of Planet Pharma’s SharePoint-based intranet.
• Help maintain current documentation, templates, and operational resources.
• Assist with internal communications and content updates tied to operational initiatives, tool rollouts, and process improvements.
• Vendor Enablement & Change Management Support
• Support the rollout and adoption of newly implemented tools and technologies (e.g., AI-based sourcing tools, ATS/CRM integrations, etc.).
• Assist with training coordination, user enablement, and issue tracking.
• Serve as a liaison between internal users and vendors to ensure timely resolution of issues and feedback loops.
• Help reinforce change management efforts to drive adoption and consistent usage.
• Project Coordination & Initiative Support
• Provide coordination support for major operational initiatives and system implementations.
• Track project timelines, deliverables, and action items.
• Prepare materials, schedule meetings, and ensure follow-through across stakeholders.
• Surface risks, dependencies, or delays for review by leadership
• User Access & Operational Support
• Assist with onboarding and offboarding activities related to system access.
• Support VMS Sync troubleshooting, new integrations, and ongoing system coordination as needed.
• Follow documented processes and coordinate with IT or system owners for escalations.
• Marketing Enablement & Execution Support
• Partner with the Marketing team to support, coordinate, and help drive marketing initiatives that support sales, growth, and brand awareness.
• Serve as a proactive liaison between Operations, Sales, and Marketing to ensure initiatives move forward and are executed effectively.
• Assist the marketing team, when needed, with planning, coordination, and execution of marketing efforts, including but not limited to:
• Association memberships and sponsorships
• Blog and article submissions
• Social media content coordination and posting support
• Tradeshow and conference planning, logistics, and follow-up
• Branded swag selection, ordering, and inventory coordination
• Help identify opportunities for improved marketing presence and consistency based on business needs and feedback from Sales and Operations teams.
• Track marketing-related deliverables, timelines, and dependencies to ensure follow-through and visibility.
• Support content organization and documentation within SharePoint or other collaboration tools to ensure ease of access and reuse.
• Assist with gathering inputs, approvals, and feedback across teams to streamline marketing execution.

Required Qualifications:

• Bachelor’s degree or equivalent professional experience supporting business, operations, or cross-functional initiatives.
• 2 to 4 years of experience in operations support, coordination, project support, or a similar role.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Clear, professional communication skills with the ability to work effectively across teams and levels.
• Comfort working with business systems, tools, and documentation.
• Proactive, solution-oriented mindset with strong attention to detail.

Preferred Qualifications:

• Experience in the staffing and recruitment, life sciences, or professional services industry.
• Familiarity with ATS/CRM systems (e.g., Bullhorn, Salesforce) or similar platforms.
• Experience supporting RFPs, RFIs, or sales enablement efforts.
• Exposure to change management or system implementation efforts.