Project Coordinator

Job Description:

Project Analyst will manage and support operational and portfolio/project activities related to US Allergan Aesthetics (AA) BTS Department. They are responsible for working with internal and external colleagues to support project and financial needs for the Aesthetics portfolio, as well as day-to-day department needs. The Project Analyst will also support cross-functional activities.

Job Responsibilities

Project Support (70%)

• Monitor the health, completeness, and accuracy of project records across the portfolio.

• Review project schedules and milestone dates to help track whether timelines are being met and follow up with project leads when updates are needed.

• Follow up with leads and stakeholders to ensure project status reports, risks, issues, action items, and financial information are updated in a timely and accurate manner.

• Provide administrative and operational support for project and portfolio tracking, reporting, documentation, financial management follow-up, and stakeholder communications.

• Support project financials and resourcing activities, as needed, from a tracking, operational, and reporting perspective.

• Maintain integrity and quality of portfolio data, reporting files, trackers, and supporting documentation.

• Create and update reports from various datasets while helping maintain consistency and accuracy of information.

• Support cross-functional areas from a project portfolio perspective by coordinating information, tracking updates, and helping maintain visibility across initiatives.

• Assist with updating, organizing, and maintaining SharePoint sites, shared folders, and portfolio files.

• Assist with updating presentations, PowerPoint materials, status update decks, and job aides.

• Coordinate with team members to gather information in support of presentations, dashboards, portfolio reviews, and project status updates.

• Prepare or support agendas, notes, summaries, and follow-up items for portfolio and team meetings.

• Contribute to communication materials and employee meeting content, as needed.

• Assemble and coordinate with team members needed to support meeting preparation, logistics, and follow-up while keeping costs at a minimum.

• Other duties as assigned.

Department Support (20%)

• Support department and portfolio needs through the creation, updating, and formatting of PowerPoint presentations, status update decks, spreadsheets, tracking logs, and related materials.

• Maintain department and portfolio tracking tools to support visibility to project status, financial updates, action items, milestones, and reporting needs.

• Coordinate with team members and cross-functional partners to gather, organize, and consolidate information for presentations, portfolio updates, reports, and leadership materials.

• Assist with preparation of recurring and ad hoc reports, spreadsheets, and documentation used to support portfolio oversight and department operations.

• Manage administrative tasks such as uploading documents to SharePoint, organizing files, updating contact lists and org charts, and maintaining shared team resources.

• Develop and maintain event calendars and updates on AA communication channels, including SharePoint and Teams.

• Serve as a point of contact for coordination across internal departments and support effective communication with cross-functional stakeholders.

• Provide financial and purchasing support as needed, including event-related purchase orders, meeting cards, invoice follow-up, and related documentation.

• Provide support to a large, diverse team geographically distributed across the globe.

• Other duties as assigned.

Meeting and Event Support (10%)

• Coordination of meetings and events. Connect with presenters, put together slides (PPTX) and/or coordinate with BTS Communications team to align to brand style/guidelines, schedule meetings, purchase any meeting/event specific supplies, coordinate catering/food requests, book rooms, secure support from on-site A/V teams, capture minutes and follow-up action items.

• Provide additional on-site support at meetings as requested by business owner or meeting planning manager/team.

• Support for broader BTS meetings and culture events. Coordinate with BTS Communications Team and other Department Administrators and Coordinators as needed.

• Other duties as assigned.

Qualifications

• High School Diploma required; bachelor’s degree preferred in Business Administration, Communications

• Experience with Microsoft Office Suite including Word, PowerPoint, and Excel.

• Knowledge of SharePoint is a plus.

• Knowledge of SAP to process purchase orders (P.O.) and/or invoices preferred.

• Strong planning and organizational skills

• Experience with working effectively in matrix environments.

• Ability to manage competing and shifting priorities and requests.

• Good communication skills, written and verbal.

• Shows high level of initiative and ability to work independently.

• Ability to deliver results in a fast-paced environment.

• Ability to work independently, hybrid working environment.

• Must be able to provide effective customer service.

• English fluency both verbal and written.

• Ability to handle confidential information.