Overview Of The Role We are seeking a detail-driven, highly organized Project Coordinator to support day-to-day project management and account operations for a creative/marketing environment. This role is ideal for someone who thrives in a fast-paced setting, can work independently, communicates clearly, and ensures projects move forward on time, within scope, and within budget. The Project Coordinator will interface with internal teams and external stakeholders, prepare project documentation, track budgets, and support creative development cycles.

The Basics Duration: Approximately 6 months

Hours: Approximately 40 hours per week

Location Requirements: Onsite in Irvine, CA

Top 3 Required Qualifications

• Bachelor's degree plus 2+ years of professional experience in advertising, finance, marketing, or a service-driven business environment
• Strong administrative and organizational skills with demonstrated ability to manage multiple projects independently
• Excellent interpersonal and communication skills, with proficiency in Microsoft Word, Excel, PowerPoint, and Outlook

Other Qualifications

• Ability to prioritize, multitask, and work in a fast-paced, evolving environment
• Strong judgment, discretion, and ability to handle sensitive information
• Ability to review the work of others and coordinate across teams
• Well-versed in general business applications
• Demonstrated initiative and ability to work with minimal supervision
• Nice-to-have: Familiarity with healthcare marketing, Veeva Vault systems, or basic accounting experience

Key Responsibilities Project Management & Execution

• Manage day-to-day project details from initiation through completion, ensuring timelines and budgets are met
• Communicate project status and details clearly to internal teams and management
• Troubleshoot scheduling or workflow challenges to maintain project momentum
• Ensure all estimates, billing, timelines, and project documentation are completed accurately and on time
• Prepare materials for submission to external review processes, including reference gathering and documentation
• Coordinate with external stakeholders regarding project approvals, schedules, and deliverables
• Support creative development by participating in working sessions and providing relevant project insights

Budget & Financial Tracking

• Develop timely and accurate project estimates in partnership with internal teams
• Monitor expenditures and provide regular budget-versus-actual reporting
• Communicate budget parameters to creative and production teams
• Partner with project/traffic management to ensure cost control and budget adherence

Documentation & Administrative Support

• Gather project inputs and create thorough project requisitions
• Maintain and distribute status reports for both internal teams and external stakeholders
• Draft and distribute meeting summaries and conference reports
• Create and manage additional account documentation as needed
• Support administrative tasks such as opening jobs, organizing files, archiving, and report preparation

In this position, you may have access to client or customer systems, confidential and/or proprietary information or data, including medical data. This position is onsite and requires you to work closely with other individuals in a collaborative team environment. Additionally, drug products may be present in the workplace.

Benefits Creative Circle's Freelance Employee benefits package includes eligibility for Minimum Essential Coverage (MEC) medical plan, dental/vision/term life package, discount prescription program, critical illness, accident, tele-behavioral health, and 401(k) plan. Sick leave is provided to Candidates whose assignment work location is in a state or city subject to sick leave laws. A Minimum Value (MV) PPO medical plan, Employee Stock Purchase Plan, and paid holiday eligibility are based on length and dates of service.

Email Your Resume In Word To Looking forward to receiving your resume through our website and going over the position with you. Clicking apply is the best way to apply, but you may also:

donna.ruch@jobalert.creativecircle.com

• Please do NOT change the email subject line in any way. You must keep the JobID: : DR8-1975626 -- in the email subject line for your application to be considered.***

Donna Ruch - Senior Recruiter, National Delivery

For Creative Circle to represent you for this opportunity, you must be currently authorized to work in the United States without the need of employer sponsorship for a non-immigrant visa such as a H-1B, TN, or O visa. We do not support or provide training for STEM/OPT programs. Additionally, you must be physically located in and perform the work for our client in the United States.

This job was first posted by Creative Circle on 01/20/2026 and applications will be accepted on an ongoing basis until the position is filled or closed.

Creative Circle is an Equal Opportunity Employer All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity or expression, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, or any other characteristic protected by law.Our hiring process includes AI screening for keywords and minimum qualifications. Recruiters review all results. Creative Circle will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable state and local law, including but not limited to the Los Angeles County Fair Chance Ordinance, the San Francisco Fair Chance Ordinance, and the California Fair Chance Act. If you need a reasonable accommodation in the application process, please contact your Recruiter (the person you'll be interviewing with) or a member of our Human Resources team to make arrangements. United Healthcare creates and publishes the Transparency in Coverage Machine-Readable Files on behalf of Creative Circle.

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