PolyNovo Limited

Administrative Coordinator – Global

PolyNovo Limited

full-time

Posted on:

Location Type: Remote

Location: California • United States

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Salary

💰 $75,000 - $100,000 per year

About the role

  • 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.

Requirements

  • 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
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
data entrydata validationlight analysisdocument formattingreport preparationprocess improvementcalendar managementlogistics coordinationmeeting documentationcompliance tracking
Soft Skills
organizational skillstime managementmultitaskingattention to detailwritten communicationverbal communicationanalytical skillsproblem-solvingintegrityprofessionalism