PolyNovo Limited · 19 hours ago
Administrative Coordinator - Global
United States
Full-time
Remote
Mid Level
$75K/yr - $100K/yr
3+ years expPolyNovo Limited is dedicated to improving patient outcomes through innovative medical devices. The Global Administrative Coordinator provides comprehensive administrative and operational support across multiple regions, facilitating effective collaboration and coordination among various departments.
Medical Device
Responsibilities
Provide administrative and operational support across global OCMA–related functions, including Medical Affairs, Clinical Operations, and Professional Education, supporting teams in Australia, EMEA, and the United States
Manage complex calendars, schedule meetings across multiple time zones, coordinate logistics (rooms, links, agendas), and track attendance and follow-up actions
Create, edit, and format documents, spreadsheets, presentations, and dashboards to support reporting, operational visibility, and leadership communication
Maintain accurate digital records, filing systems, and program platforms, ensuring version control, standardized naming conventions, controlled access, and data integrity
Process incoming requests, triage emails, route tasks to appropriate stakeholders, and provide status updates as needed
Perform data entry, data validation, and light analysis; prepare reports, summaries, dashboards, and other materials using spreadsheets, CRM systems, and internal platforms
Prepare meeting materials and correspondence, document minutes, decisions, and action items, and track deliverables and timelines to ensure follow-through and timely completion
Coordinate global committee, council, and working group meetings, including logistics, agenda support, material preparation, and documentation of outcomes and action items
Support HCP- and KOL-related activities, including communications, scheduling across time zones, documentation management, evaluations, and intake and routing of incoming requests in accordance with established processes
Support onboarding and offboarding activities, including account setup, system access, training coordination, and checklist management
Organize domestic and international travel, handle travel documentation, and prepare and reconcile expense submissions in accordance with company policies
Assist with compliance-related administrative activities, including documentation tracking, contract coordination, and email/communication logs. Support monitoring of adherence to FDA regulations, regional requirements, company policies, OCMA standards, and internal SOPs; escalate issues as appropriate
Improve processes by developing and maintaining templates, SOPs, checklists, trackers, and other operational tools to enhance efficiency and standardization across regions
Comply with all company quality, workplace health, safety, and data privacy requirements
Perform other administrative and operational duties as assigned in support of global medical and clinical objectives
Qualification
Required
3–5 years of experience in an administrative, operations, or project coordination role, preferably within a medical or healthcare environment, with the ability to manage multiple priorities in a fast‑paced, evolving setting
Strong organizational, time‑management, and multitasking skills, with exceptional attention to detail and accuracy in data, documentation, and formatting
Excellent written and verbal communication skills, with the ability to collaborate effectively in a team-oriented environment and navigate ambiguity
Demonstrated analytical, problem‑solving, and process‑improvement capabilities, including the initiative to anticipate needs, take ownership of tasks, and follow through on commitments
High level of integrity, discretion, and professionalism, particularly when handling sensitive and confidential information; dependable, self‑motivated, and reliable
Growth mindset and eagerness to learn, with the flexibility to quickly adopt new tools, systems, and concepts on the job
Proficiency with workplace productivity and collaboration tools, including Microsoft Office or Google Workspace; project coordination platforms (e.g., Asana, Monday.com, Smartsheet); calendar and video conferencing tools; file management systems (OneDrive, SharePoint, Google Drive); and working familiarity with Adobe Acrobat Pro, CRM systems, and ticketing or request‑management platforms
Benefits
401k plan with company match
Comprehensive medical, dental, and vision insurance for employees and their families
Generous paid time off, 12 company holidays, and two paid Nurture days per year
Parental leave for primary and secondary caregivers
Company
PolyNovo Limited
PolyNovo is a disruptive medical technology company.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
M
Mike Mihalic
Sales Director
Recent News
TradingView
2026-01-19
2025-10-28
Reuters
2025-10-03
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