Marketing Coordinator / Project Manager (Aesthetics Med Device)

Role Summary

The Marketing Coordinator / Project Manager supports Global Strategic Marketing, Global Professional Affairs, and Global Services initiatives. This role focuses on go-to-market planning, launch readiness, customer engagement, and coordinating with agencies, vendors, and cross-functional teams. It reports to the Director of Professional Affairs GSM and works with GSM leadership to ensure timely execution of marketing and services programs. Location: Irvine, California; Bothell, Washington.

Responsibilities

• Organize KOL activities from requesting Compliance approvals through contracting and payments
• Coordinate all activities required to successfully plan and execute global user advisory boards and other voice of customer (VOC) activities from concept submission and approval to execution
• Schedule and facilitate cross-functional meetings with R&D, regulatory, clinical, professional affairs and regional marketing teams
• Document meeting outcomes, action items, and follow-ups to ensure alignment and accountability
• Participate in cross-functional calls, take detailed notes and report back to the greater team a summary and next steps
• Identify calendar opportunities and schedules for cross-functional meetings and organize the calendar invites, monitoring the responses to ensure attendance
• Organization of GSM events at conferences including shipping of materials and meeting logistics
• Help manage stakeholder communications and ensure timely updates on strategic initiatives
• Assist in preparing presentations for global strategy reviews, executive updates, and innovation councils
• Coordinate and manage defined upstream marketing projects, ensuring timelines, deliverables, and stakeholder alignment
• Coordinate and manage the Global launch readiness review process required for upstream marketing go to market readiness and regional launch success
• Monitor project progress against key deliverables and escalate issues or delays
• Develop and maintain project plans, risk logs, and communication trackers
• Facilitate cross-functional meetings, workshops, and decision-making forums
• Monitor progress against strategic goals and report on status of deliverables
• Organize and execute the monthly team meetings, quarterly global marketing council calls, and other important collaboration points between GSM and the Solta Global Commercial Teams
• Prepare and submit materials for medical, legal, regulatory and compliance reviews in an online document-control system, offline reviews with individual reviewers, or live reviews, to ensure deadlines are met
• Assist in organizing GSM and Professional Affairs strategic communications activities across the globe
• Work as a liaison between Regional Professional Affairs and KOLs to oversee all related HCP contracts, and provide onsite management to our educational and marketing events as required
• Onboarding new vendors, create Purchase Orders, and initiate global intercompany transactions while managing subsequent invoice tracking document. Managing vendors and agency partners is expected
• Arrangement and organization of international KOL activities and necessary logistics
• Prepare presentations, reports, and dashboards as needed
• Other duties as assigned

Qualifications

• A minimum of a Bachelor’s degree is required preferably in Marketing, Business, Life Sciences, or related field
• A minimum of 2 years experience in a related role preferably in Medical Device, Pharmaceuticals or Healthcare industry. Medical Aesthetics experience is a plus, but not required
• Experience in project management or project planning is required, preferably in upstream marketing
• Self-Starter who proactively seeks solutions to ensure positive outcomes and on-time deliverables
• Excellent communication and stakeholder engagement abilities
• Comfortable working across time zones and cultures in a global environment
• Possess ability to bring structure to concepts, managing deliverables and timelines across multiple stakeholders
• Strong organizations skills with the ability to multi-task various projects simultaneously
• Excels administratively and is proficient in Microsoft Office, Google Apps, tracking and monitoring budgets, and marketing deliverables
• Keen marketing sense and thrives in a busy environment
• Team player who can step in as needed on ad hoc requests and collaborate cross-functionally with various departments
• Flexible and easily adapts to change
• Multilingual or international experience is highly valued

Additional Requirements

• Travel as needed to support GSM activities